Proposal Coordinator

Sequoia Ecological Consulting•Walnut Creek, CA

13d•$85,000 - $95,000•Hybrid

About The Position

You will thrive supporting our Marketing Director and our team with all aspects of proposals and marketing collateral. You will leverage your in-depth understanding of proposal writing and management to quickly come up to speed on Sequoia’s services, expertise, and unique value proposition to create high-impact proposals. Our proposals range from on-call consultant lists to complex, multi-volume federal proposal packages, and the successful candidate will bring the expertise to confidently manage these proposal processes from start to finish with strategic direction and review input from the Marketing Director and Principals. Work can be remote for the right candidate, or local candidates may work from one of our California offices (Walnut Creek, Sacramento, San Diego).

Requirements

Bachelor's Degree (Marketing, English, Business Administration or Engineering related etc.)
Proficiency with MS Office applications and Adobe Creative Suite (InDesign, Photoshop).
A minimum of 5 years of experience coordinating, scheduling, editing, and producing proposals, statement of qualifications, reports, pre-qualifications, or presentations. At least 2 years supporting an environmental or AEC firm. At least 2 years working in a proposal coordinator role.
Excellent English verbal and written communication skills.
Excellent organizational skills and time management in a fast-paced environment.
Excellent attention to detail and accuracy of work is essential.
Ability to work under multiple tight deadlines and respond to last minute requests and compressed production schedules.
Ability to take initiative and exercise commitment and dedication while working independently or with a team. Ability to show initiative and examples of creativity.
Ability to work under pressure and under own initiative.
Clear and thorough communication style.
Night shift work consistent with pacific time required.

Nice To Haves

Experience working in Deltek and Airtable preferred.
Experience leveraging Artificial Intelligence tools such as ChatGPT and Responsive RFPIO a plus.

Responsibilities

Working with the Marketing and Technical Services teams on coordination and development of creative, compelling, and high-quality proposals and other tasks in response to Requests for Proposals (RFPs).
Responding to Expressions of Interest (EOIs) or Requests for Qualifications (RFQs) and other proposal-related requests and ensuring that the response is compliant with RFP or EOI requirements.
Leading the pursuit process from kick-off meetings through the production of client response templates, and editing, formatting, collating, proofreading, and delivering proposals.
Understanding and communicating the proposal process and working collaboratively with proposal teams to build proposal plans and schedules.
Facilitating kickoff and follow-up meetings and ensuring completion of identified actions, as required.
Updating our Airtable and Deltek opportunities databases in real time.
Reviewing solicitation documents and building proposal outlines based on Sequoia’s proposal template and applying the requirements of RFP documents.
Leveraging Deltek Vantagepoint and Artificial Intelligence tools to increase efficiency and reduce labor redundancy and workload while ensuring documents are high quality and on brand.
Coordinating with the Pursuit Team and managing the ownership of information essential for proposals, forms, and questionnaires.
Send out proposal-related reminders (as assigned during kickoff meetings).
Updating MS Word, MS PowerPoint and InDesign documents, proposals, statement of qualifications, capability statements, etc.
Managing resume updates, proposal content, document control, and file management.
Assisting with data capture in appropriate systems including researching, updating, and compiling corporate information such as project profiles, resumes, and other standard materials for proposals and improvements for the database.
Creating and maintaining organization of Sequoia photo and graphic assets.
Creating proposal templates for various markets/services submissions.
Preparing charts/graphics and gathering key information such as resumes, images, project profiles and questionnaires for proposals.
Creating client-specific capability statements.
Conduct proposal close-out by saving new changes to comprehensive and boiler plate versions of qualifications, updating final proposal details in Airtable, performing clean-up of proposal files.
Maintaining content management system and boilerplate materials including cataloguing, updating, and retrieval.
Identifying and editing existing materials and/or writing copy to effectively communicate Sequoia’s services, capabilities, win themes, and understanding of our clients’ mission and project objectives.
Coordinating and managing the production and delivery via PDF format, including use of electronic tender sites.
Supporting Client Development needs.
Contributing, participating in and providing support for continuous process improvement.
RFP Project search – Daily review of lead emails:
Review all incoming bids and discern relevance to Sequoia’s services, if any.
Summarize important information from RFPs and Construction projects using summary template, to assist the management team in making Go/No Go decisions.
Enter and Track Opportunities information in Airtable, keep data updated throughout the proposal process; focus on high quality data entry.
Set up Proposal #s and Proposal Folder when Go decision is made, notify staff.
Prepare subconsultant qualifications:
Analyze RFPs and RFIs and outline qualifications document to provide the requested information services
Prepare high quality and relevant resumes for proposals
Project Description drafting and coordination
Performing other pursuit related tasks as needed.