Marketing and Proposal Specialist

Geosyntec Consultants, Inc.•San Diego, CA

1d•Hybrid

About The Position

Geosyntec is seeking a Marketing and Proposal Specialist to join their team in Costa Mesa, San Diego, or Sacramento, California, with the possibility of remote work. This role is crucial for developing compliant, compelling, and client-focused proposals and marketing materials to support business development. The specialist will coordinate moderately complex pursuit activities, ensuring efficiency and adherence to company standards. The position requires strong communication, organizational, and writing skills, along with initiative, independent judgment, and the ability to collaborate effectively with marketing and technical staff. The role allows for remote, hybrid, or in-office work, with a preference for candidates in the Pacific time zone who can occasionally travel. Flexibility is essential, as occasional overtime, including evenings and weekends, may be required. Geosyntec is an international engineering and consulting firm known for its technical leadership and client service, investing in its people with competitive pay, benefits, and well-being programs.

Requirements

A Bachelor's degree in Marketing, Communications, Journalism, Business, or a related field, along with a minimum of four (4) years of progressive professional experience within the Architecture, Engineering, and Construction (AEC) industry, or at least eight (8) years of directly relevant experience, or equivalent combination of experience and training that provides the knowledge, skills and abilities to perform the responsibilities of the position.
Progressive professional experience performing increasingly complex technical and project assignments in marketing and advertising, including leading proposal teams.
Proficiency in Microsoft Office applications (Excel, Outlook, PowerPoint, Word) and familiarity with Adobe InDesign.
Demonstrated ability to manage multiple deadlines simultaneously, with outstanding planning, organizational, writing, and formatting skills.
Strong capability to comprehend, evaluate, and interpret a variety of marketing, technical, and business documents is required.
Excellent skill in developing articulate, well-structured marketing materials and correspondence that effectively communicate intended messages and support brand recognition.
Knowledge and/or experience regarding (i) RFQ/RFP processes, (ii) techniques for evaluating promotional activities, (iii) federal, state, and local procurement procedures, and (iv) development and assessment of marketing plans and their effectiveness.
Ability to read, analyze, and interpret marketing, technical, and other business documents.
Competence in interviewing technical practitioners for the creation of marketing materials and proposals.
Skill in authoring marketing communications that are organized, clear, focused, and aligned with Geosyntec’s branding standards.
Ability to design compelling presentations and address inquiries from both internal and external stakeholders.
Effectiveness in presenting information and responding to questions from managers, clients, customers, and the general public.
Excellence in organizational, time management, and prioritization capabilities.
Adaptability to different communication styles and proven success in meeting client-driven deadlines.
Conscientiousness and flexibility, combined with a strong work ethic and a collaborative team mentality.

Nice To Haves

Experience in graphic design, production, desktop publishing, and presentation software.

Responsibilities

Coordinate all aspects of proposal and SOQ preparation, including schedule tracking, team communications, and final production.
Execute assigned proposal tasks with accuracy and minimal oversight.
Lead the development and formatting of proposal content, ensuring compliance, clarity, and strong alignment with client needs and win themes.
Maintain pursuit schedules and proactively communicate status updates, task reminders, and deadlines to technical and marketing teams.
Support proposal kickoff and strategy meetings; prepare summary communications following check-ins.
Assemble, organize, and archive proposal materials, including resumes, bios, project descriptions, and boilerplate text.
Update and maintain proposal logs with status and outcomes; follow up on award results and capture debriefs when available.
Prepare client-facing materials such as presentations, graphics, and supporting documentation.
Coordinate with technical teams and consultants to collect and organize pursuit content across shared platforms (SharePoint, OneDrive, Teams, etc.).
Maintain and manage procurement portals (e.g., PlanetBids, Ariba), including solicitation tracking, categorization, and email monitoring.
Ensure timely and accurate proposal submission, supporting both digital and print production as needed.
Draft content such as cover letters, executive summaries, project descriptions, and resumes with a focus on clarity, accuracy, and impact.
Assist in preparing storyboards and early graphics planning for proposals and marketing materials; coordinate graphics support requests in a timely manner.
Create first drafts of internal and external announcements; route for review and implement edits as directed.
Collaborate with marketing teams and subject matter experts to update and develop new content, including brochures, flyers, and campaign materials.
Maintain and organize content libraries (resumes, project sheets, proposal templates, visuals, etc.), ensuring accuracy and accessibility for future pursuits.
Coordinate resume and project updates from practitioners, including new hires.
Maintain systems to extract, categorize, and retrieve information related to clients, consultants, personnel, projects, prior proposals, boilerplate, and visuals.
Contribute to internal campaigns or newsletters by drafting and editing content as requested.
Support the coordination and execution of targeted marketing campaigns, including planning, materials creation, analytics review, and follow-up.
Conduct research on clients, competitors, and markets to support pre-positioning and pursuit strategies.
Assist in preparing award submittals, presentations, and special initiatives that promote brand awareness or market positioning.
Build strong working relationships with technical teams and marketing peers.
Support collaboration across disciplines, offices, and with corporate marketing, High Growth Area partners, and Market, Practice, and Client Development initiatives.
Assist with proofreading, editing, and layout tasks for internal and external communications.
Participate in special projects and other assignments as needed to support marketing and business development priorities.