Proposal Coordinator

HEAPY • Oakwood, OH

17h • Onsite

About The Position

As HEAPY's Proposal Coordinator, you'll partner with technical experts and our marketing team to create client-focused proposals, qualifications packages, and marketing materials that showcase the innovation, expertise, and purpose behind our work. If you're looking for a role where your writing, organization, and strategic thinking directly contribute to the growth of a 100% colleague-owned firm, we'd love to meet you.

Requirements

• 2-year degree in Marketing, Communications, English, Journalism, Business, or a related field; or an equivalent combination of education, experience, and/or 4-year degree in a related discipline.
• 2- 4 years of relevant experience in proposal coordination, marketing, or administrative roles within the AEC (Architecture, Engineering, and Construction) industry preferred.
• Develops and delivers compelling, compliant, and brand-aligned proposals and marketing materials by coordinating internal resources, managing timelines, and contributing to pursue strategy and messaging.
• Fosters strong collaboration across technical and marketing teams to ensure timely, high-quality submissions that reflect HEAPY’s values, strengths, and client-focused solutions.
• Maintains and enhances content libraries, tools, and processes to improve efficiency, accuracy, and consistency across all proposal and marketing deliverables.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Creative Cloud (InDesign strongly preferred)
• Familiarity with CRM systems and collaborative platforms such as Deltek Vantagepoint, Smartsheet, or SharePoint is a plus.
• Strong writing, proofreading, formatting, and editing skills with a keen eye for detail and consistency.
• Demonstrated ability to manage deadlines, coordinate inputs from multiple stakeholders, and support the development of polished, persuasive proposals and marketing materials.

Nice To Haves

• Familiarity with CRM systems and collaborative platforms such as Deltek Vantagepoint, Smartsheet, or SharePoint is a plus.
• InDesign strongly preferred

Responsibilities

• Lead and coordinate proposal and qualification submittals from kickoff through delivery.
• Partner with technical teams to develop compelling, client-focused content.
• Ensure every deliverable reflects HEAPY's brand, quality standards, and commitment to exceptional client service.
• Help strengthen our proposal library, marketing resources, and pursuit processes through continuous improvement.
• The Proposal Coordinator is responsible for the development, coordination, and delivery of compelling, client focused proposals, qualifications packages, and marketing materials that support HEAPY’s business development efforts.
• This role involves applying established proposal best practices, brand standards, and strategic messaging to create high-quality submittals that reflect HEAPY’s values and expertise.
• The Proposal Coordinator may lead or support pursuit efforts, collaborate closely with technical and marketing teams, and contribute to the continuous improvement of content, tools, and processes to drive successful outcomes and strengthen HEAPY’s market presence.
• Coordinates and produces proposals, qualifications packages, presentations, and other marketing collateral that align with HEAPY’s brand, client needs, and business development goals.
• Collaborates with technical teams, marketing, and business development to gather, edit, and synthesize content for compelling pursuit responses.
• Applies established standards, templates, and branding to ensure consistency and quality across deliverables.
• Maintains and updates resume, project, and boilerplate databases to ensure accurate, relevant, and up-to-date content for reuse.
• Participates in project planning, including proposal kickoffs, schedules, and internal deadlines; tracks inputs and follows up to keep progress on target.
• Provides writing, proofreading, formatting, and layout support to enhance the readability, clarity, and visual impact of final materials.
• Supports client-facing deliverables and presentations to help position HEAPY’s value and capabilities.
• Engages in continuous improvement by evaluating and enhancing proposal tools, content, and processes.
• Participates in professional development and internal knowledge sharing; seeks feedback and applies lessons learned.
• Supports HEAPY’s Vision, Mission, and Colleague First culture by contributing to a collaborative, service minded team environment.
• Additional responsibilities as requested/needed.

Benefits

• premium medical, dental & vision coverage
• 401(k) with competitive contributions
• 10–15% annual bonus potential tied to company performance and your contributions
• open PTO and paid sick time
• Wellness Week – we hit pause the final week of the year so you can rest, reset, and reflect
• annual wellness benefit bonus focused on your overall well-being
• annual professional development stipend to support your career goals

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree