Proposal Coordinator

Erdman Anthony•Rochester, NY

4d•Onsite

About The Position

The Proposal Coordinator is part of the Project Services team and contributes to developing, organizing, and supporting proposal efforts, maintaining accurate project and customer information, assisting with the creation and refinement of technical and project-related content, and supporting team communication and coordination activities. This role plays an active part in advancing the Facilities Department initiatives and helping move proposals forward. The position is based in our Rochester, NY office.

Requirements

Associate’s or Bachelor’s degree in Communications, Journalism, Marketing, Business Administration, English, or a related field.
1-2 years’ experience supporting marketing, communications, or business development activities, proposal support experience is helpful but not required.
Familiarity with the A/E/C industry is a plus.
Working knowledge or willingness to learn Adobe Creative Cloud applications such as InDesign, Illustrator, and Photoshop.
Proficiency with Microsoft Office 365, including Word, Excel, PowerPoint, Teams, and OneNote.
Strong attention to detail and commitment to producing accurate, high‑quality work.
Ability to manage time effectively, prioritize tasks, and work within deadlines.
Clear and professional written and verbal communication skills.
Ability to work both independently and collaboratively with cross‑functional teams.
Professional, positive, and team‑oriented attitude with a focus on providing great internal and external support.
Valid driver’s license.

Nice To Haves

proposal support experience is helpful but not required
Familiarity with the A/E/C industry is a plus
Working knowledge or willingness to learn Adobe Creative Cloud applications such as InDesign, Illustrator, and Photoshop.

Responsibilities

Assist with preparing proposals after the internal GO decision through final delivery to the client.
Support proposal kick‑off activities by helping gather materials and organizing meeting notes or action items.
Work with internal team members to collect information and help develop proposal content and supporting materials.
Help create and update proposal outlines, schedules, team resumes, and organizational charts as directed.
Provide support in assembling presentation materials for client interviews.
Support creative and technical consultants by helping coordinate content and materials for client interviews and industry presentations.
Proofread proposal materials and assist with copy or layout edits while following brand guidelines.
Assist in maintaining and updating the proposal content library (staff resumes, project summaries, etc.).
Coordinate with internal teams and teaming partners to compile final proposal documents, perform basic quality checks, and help with printing, packaging, or electronic submission.
Help communicate project award status to teaming partners and assist with gathering information for client debriefs when the firm is not selected.
Enter new project opportunities and record proposal outcomes (wins and losses) in the CRM system (VantagePoint).