Proposal Coordinator

R.R.P. Consulting Engineers•Houston, TX

About The Position

The Proposal Coordinator will assist with the proposal and presentation development process, collaborating with technical leaders and project managers to produce high-quality materials that meet internal and client deadlines. This role involves assisting with proposal preparation, including facilitating kick-off meetings, strategizing win themes, coordinating assignments, gathering and editing proposal materials, formatting documents, and preparing them for final submission. The coordinator will also maintain the CRM database, track leads and opportunities, and update project experience data. A professional image must be maintained in all interactions. The role requires assembling final marketing documents into compelling presentations, tracking client pre-qualifications, and collecting/integrating materials from technical staff. Responsibilities also include developing, writing, and editing job descriptions, resumes, and other content, coordinating print orders, and gathering graphics. The position supports assigned office staff, reviews proposal and presentation drafts, organizes social media postings and website updates, performs administrative duties, coordinates careers fairs and trainings, assists with employee events, manages promotional item inventory, and occasionally covers the reception desk.

Requirements

3-5 year’s administrative or marketing support experience, similar experience with an architectural or engineering firm a plus
Proficient using Microsoft Office (Word, Excel, Outlook) and Adobe Creative Suite
Excellent proofreading, formatting, and editing skills
Ability to effectively present information and respond to questions from team members and management
Ability to maintain positive working relationships with management, staff, and external contacts
Ability to prioritize assignments, multi-task, and meet deadlines
Attention to detail and accuracy
Strong written and verbal communication skills
Organizational skills

Nice To Haves

Associate or Bachelors degree preferred
Experience with Adobe InDesign, Illustrator, and Photoshop a plus

Responsibilities

Assist with the proposal and presentation development process, which involves collaborating with technical leaders and project managers to produce high-quality materials that meet internal and client deadlines
Assist with proposal preparation including facilitating proposal kick-off meetings, strategizing win themes, coordinating assignments, gathering, and editing proposal materials, formatting documents, and printing and/or compiling electronic materials for final submission.
Maintain our CRM database including tracking leads and opportunities and updating project experience data.
Must maintain a professional image in representing the organization both by phone and in person
Assemble final marketing documents into attractive, organized, compelling, and high-quality presentations.
Assist with tracking and maintaining required client pre-qualifications.
Collect and integrate materials from technical staff as required.
Collect, develop, write, and edit project job descriptions, resumes and other content.
Coordinate and ensure fulfillment of timely print orders as required.
Gather and review graphics as required.
Support assigned office staff as needed
Assist with reviewing proposal and presentation drafts for grammar, readability, and formatting
Organize social media postings and website update requests
Perform advanced, varied, and confidential administrative duties in support of business efforts
Coordinate and schedule careers fairs, employee trainings, and professional activities
Assist with internal employee event coordination and execution
Manage and maintain company promotional item inventory
Occasionally assist with reception desk coverage