Proposal Coordinator

Hodess Cleanrooms•Attleboro, MA

10d•Onsite

About The Position

The Proposal Coordinator reports directly to the Vice President of Project Development and is responsible for managing the full lifecycle of proposals, RFQs, RFPs, and qualification packages for Hodess’ Cleanroom, Dry Room, and Environmental Space solutions. This role drives the coordination, development, and timely submission of compelling proposals that position Hodess as the premier partner in our markets. Working cross-functionally with operations, estimating, leadership, and business development teams, the Proposal Coordinator ensures proposal content is accurate, persuasive, and aligned with company standards. This role coordinates with Marketing to ensure all proposal materials reflect current branding and messaging.

Requirements

Bachelor’s degree in business, communications, English, marketing, or a related field.
1–3 years of proposal coordination, business development support, or related experience within the construction, engineering, architecture, or professional services (AEC) industry.
Proficiency in Microsoft Office (Word, PowerPoint, Excel).
Familiarity with proposal processes for RFQs, RFPs, and qualifications submissions in the AEC industry.
Demonstrated ability to take initiative, make strategic decisions, and deliver results within tight deadlines.
Excellent organizational, communication, and interpersonal skills with a collaborative, service-oriented approach.
Thorough attention to detail and commitment to producing high-quality work.
Strong writing and editing skills with the ability to integrate technical content into clear, proposal offerings.
Highly organized, capable of managing multiple priorities in a fast-paced, deadline-driven environment.
Ability to collaborate with technical teams in a fast-paced, deadline-driven environment that spans across North America.

Nice To Haves

Experience with Adobe InDesign for proposal formatting and layout is preferred.
Experience with any proposal software such as Responsive, Loopio, or others is preferred.
Experience in the construction industry or engineering is preferred

Responsibilities

Lead the end-to-end coordination of proposals, RFQs, RFPs, and qualification packages for construction and engineering opportunities, ensuring all submissions are complete, compliant, and delivered on time.
Partner with subject matter experts (SMEs) to gather technical content, develop compelling RFQ/RFP responses, and assemble presentations that position the company for new business opportunities.
Coordinate and maintain proposal calendar, support kickoff meetings by preparing agendas, organizing attendees, and tracking deliverables to ensure smooth execution and timely submissions.
Manage multiple active proposals simultaneously, prioritizing tasks and coordinating contributors to produce high-quality submissions within required timelines.
Collaborate with Business Development, estimating, and project teams to develop winning strategies and content that strengthen RFQ/RFP responses and improve overall proposal quality.
Own and maintain the proposal database, tracking submission status, win/loss outcomes, and key performance metrics. Conduct data reviews to identify trends and opportunities to enhance future proposal efforts.
Coordinate with Marketing to ensure proposal templates, project sheets, and resumes reflect current branding and messaging standards.
Maintain and continuously update a centralized proposal library including resumes, project tear sheets, boilerplate language, and reusable content to streamline future submissions.
Lead post-submission debriefs by gathering feedback from stakeholders and documenting lessons learned to continuously improve proposal processes and win rates.
Ensure all proposal materials maintain consistency with company brand standards, coordinating with Marketing as needed to keep templates and visual assets up to date.