Proposal Coordinator

Matrix Design Group, Inc • San Antonio, TX

11h • $75,000 - $95,000 • Hybrid

About The Position

Matrix Design Group is seeking an experienced Proposal Coordinator to join their Marketing and Communications (MARCOM) team. This position plays a key role in supporting the firm’s strategic business development and pursuit efforts across multiple markets and geographies. The Proposal Coordinator is responsible for coordinating, developing, editing, and producing high-quality proposals, qualifications packages, interview materials, presentations, and marketing collateral in support of public and private sector pursuits. This role works closely with technical staff, project managers, business developers, firm leadership, and graphic designers to help position the firm for successful project wins. The Proposal Coordinator plays a key role in supporting proposal strategy, coordination, and production from kickoff through submission. Working under the direction of the Proposal Manager, this position partners with technical teams and business development staff to develop high-quality, compliant proposals that reflect Matrix’s brand and support winning pursuits. The ideal candidate has a strong background in the AEC industry, and is highly organized, detail-oriented, collaborative, and capable of managing multiple concurrent deadlines in a fast-paced professional services environment. Strong communication, writing, formatting, and document production skills are essential, along with advanced proficiency in Microsoft Word and Adobe InDesign. Adobe InDesign experience is required. The successful candidate brings a proactive mindset, positive attitude, and willingness to support overall team success.

Requirements

• Bachelor’s degree in Business, Communications, Marketing, or related field, or equivalent experience
• Minimum of 6 years of proposal coordination, marketing, communications, or professional services experience
• AEC industry experience strongly preferred
• Advanced proficiency in Adobe InDesign and Microsoft Office Suite,
• Excellent writing, editing, proofreading, document formatting skills with strong attention to detail
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines
• Ability to work effectively both independently and collaboratively in a team-oriented environment
• Familiarity with CRM platforms, proposal management systems, and SharePoint preferred
• Valid driver’s license in conjunction with successfully passing the Company’s MVR

Responsibilities

• Coordinate with proposal team to prepare proposal submissions including formatting, layout, technical writing, editing, and proofreading
• Collaborate with the graphics team to create visually engaging proposal graphics, charts, tables, and other client-facing materials.
• Assist in preparing proposal content including qualifications, project write-ups, resumes, and client presentations
• Review and analyze Requests for Proposals (RFPs) and Requests for Qualifications (RFQs) and edit content for readability, consistency, clarity, compliance, and company branding standards
• Assist internal teams and outside consultants with proposal responses
• Manage proposal schedules by establishing priorities, coordinating information gathering, and ensuring on-time delivery of proposal submissions
• Prepare and assemble written and visual materials for client presentations and interviews
• Work independently and collaboratively within a team setting to support proposal-related projects assignments and initiatives
• Provide market sector business development and client maintenance support
• Manage proposal files, including network databases and SharePoint resources, and ensure file closeout procedures are followed
• As needed, assist with conference coordination, client databases and outreach, special events and client meetings
• Support additional marketing, proposal, and administrative activities as needed
• Create a positive work environment, demonstrate professionalism, and work collaboratively with colleagues to meet established goals and responsibilities

Benefits

• Medical, dental, vision, disability, and life insurance
• Paid holidays and paid time off
• Professional development and training opportunities
• 401(k) program
• Employee Stock Ownership Plan (ESOP)
• Wellness initiatives, employee engagement programs, social committees, and community outreach opportunities

What This Job Offers

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