Pursuit Coordinator

Huitt-Zollars•Dallas, TX

3d•Onsite

About The Position

The Pursuit Coordinator plays a pivotal role in the proposal development process in the firm. This role involves coordinating activities, managing documentation, and ensuring the timely and accurate submission of proposals. The Pursuit Coordinator works closely with proposal managers, senior proposal strategists, and subject matter experts to create high-quality, competitive proposals that meet client requirements. Reporting to the Business Development Enablement Manager, the Pursuit Coordinator ensures all business development protocols pertaining (i.e., internal data pursuit data, Digital Asset Management procedures, and Brand Guideline Requirements) to pursuits are implemented.

Requirements

Bachelor’s degree in Business Administration, Marketing, Communications, or related field.
3+ years of experience in proposal management, preferably in the AEC industry.
Strong writing, editing, and proofreading, organizational, and management skills.
Proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator) and Microsoft Office Suite (Word, Excel, PowerPoint).

Nice To Haves

Ability to ethically and effectively using Artificial Intelligence tools is a plus.
Proficiency in Open Asset or another Digital Asset Management Platform is a plus.
Experience with proposal management software (e.g., Adobe Acrobat, Bluebeam, CRM systems) is a plus.

Responsibilities

Coordinate the proposal development process from RFQ and RFP release to submission.
Develop and maintain proposal schedules, outlines, and compliance matrices.
Organize and facilitate proposal kickoff meetings, status updates, and review sessions.
Collect, organize, and maintain proposal documentation, including RFPs, RFQs, client correspondence, and supporting materials. Track and manage proposal revisions and version control.
Ensure all proposal content is stored in an organized and accessible manner.
Assist in the creation and formatting of proposal content, including executive summaries, technical sections, resumes, and project descriptions.
Edit and proofread proposal sections to ensure clarity, consistency, and compliance with client requirements.
Collaborate with graphic designers or develop proposal graphics and visual aids.
Review RFP and RFQ requirements to ensure all client specifications are addressed in the proposal.
Conduct compliance checks to ensure proposals meet all submission requirements.
Perform quality control reviews to ensure the accuracy and completeness of proposal documents.
Conduct research on clients, competitors, and market trends to support proposal development.
Gather and organize information from subject matter experts, technical staff, and external partners.
Maintain a library of reusable proposal content, including standard company information, project descriptions, and staff resumes.
Provide support to the proposal team, including scheduling meetings, coordinating logistics, and managing communications.
Support post-submission activities, including debriefs and lessons learned sessions.
Assist in the preparation of presentations and marketing materials related to proposals and other business development activities.
Understands, follows, and enforces Huitt-Zollars' business process.
Productively collaborates with others and leads or encourages teams to achieve success and camaraderie amongst each other.
Understands and follows HZ QMS and Quality initiatives. Ensures quality control measures are being adhered to on projects and daily operations.
Understands duties and responsibilities, possesses necessary job knowledge and technical skills, maintains job knowledge current.
Assist with appropriate administrative and project support tasks supporting the needs of the project team and office.
Complete assignments on-time, within budget, and with highest level of quality.
Routinely proposes and produces more effective ways to accomplish assignments.