Sr. Proposal Coordinator

Hargrove Engineers & Constructors•Virtual_AL, SC

9d•Hybrid

About The Position

The Sr. Proposal Coordinator is generally responsible for leading strategic responses to Requests for Qualifications (RFQ) and Requests for Proposals (RFP) for the company, supporting all divisions and offices. This role co-manages with the Proposal Manager the proposal activity schedules, document development, activity coordination, and organization to ensure all proposals submitted meet Hargrove's quality standards. This work is performed under minimal supervision.

Requirements

Bachelor of Arts in Marketing, Public Relations, Communication (or related field) required.
7+ years of marketing or proposal experience in a professional environment.
Knowledge and experience within the marketing, business development, and/or proposal field.
Strong planning, time management, and organizational skills.
High proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Microsoft Teams, SharePoint, Microsoft Dynamics, Adobe Acrobat, and other applicable tools.
Attention to detail and a command of English grammar and spelling.
Ability to work on a team to meet goals, including working with remote Teammates.
Ability to communicate effectively, both verbal and written.
Excellent interpersonal skills: ability to interface and/or maintain effective working relationships with Teammates, clients, and vendors.
Strong work ethic and willingness to take ownership for wide-ranging responsibilities.
Ability to work in a fast-paced environment with extreme multi-tasking to meet multiple, simultaneous deadlines and assignments.
Focus on customer satisfaction.
Ability to sit, stand or walk for long periods of time.

Nice To Haves

Preference for persuasive and adaptable leadership skills.
Preferred experience editing/proofreading content written by technical professionals for an architectural, engineering, or construction firm.
Preferred knowledge of industry standards and best practices, such as APMP, Shipley, Lohfeld, etc.

Responsibilities

Support the group maintenance of usernames and passwords for third-party verification sites for RFQs and Certifications.
Maintain a library of standard qualification documents and update it regularly with information from Safety, Finance, Quality, and Marketing.
Coordinate with the corporate legal/contracts group on Certificates of Insurance and other corporate data or legal information to support vendor compliance.
Coordinate with other corporate departments as required.
Complete and upload qualifications in a timely fashion or to meet specific deadlines.
Read, review, and break down RFIs/RFPs to submit timely, compliant, and responsive strategic documents to the client.
Schedule kickoff meetings with lead writers/contributors, status and review meetings, and support scheduling management review meetings.
Create response templates and maintain ownership of working drafts through final review.
Review RFI questions with operations and/or Business Development (BD) and assign tasks and areas of responsibility.
Review RFPs with the assigned Proposal Manager, Business Development Lead, and Operations and assign tasks and areas of responsibility.
Schedule and conduct frequent progress meetings with key RFI/RFP team contributors for timely response development.
Develop compliance checklists or matrices to track during document development and enable accountability and assignments for section content.
Upload/apply and edit content from internal sources into the response document.
Write and/or develop content from discussions with internal SMEs and apply creative and strategic insight to suggest content.
Provide and adapt-for-purpose corporate marketing material when requested.
Perform desktop publishing tasks, including formatting, proofreading, and visual design or presentation of information for readability.
Coordinate submittal or delivery of response, which may include uploading to third-party sites.
Print, bind, and ship response documents (or delegate the task as appropriate) when required.
Coordinate with various corporate groups such as Finance and Accounting on rate sheets, templates, and spreadsheets at the direction of the Proposal Manager.
Coordinate with Legal/Contract group at the direction of the BD Lead or Proposal Manager on review and mark up of legal documents.
Support strategic and bid/proposal related tasks, respond to internal requests, and generally administer to the group’s needs to promote efficiency.
Coordinate with marketing to support presentation requirements.
Supply data to support the preparation of weekly Capture Management and Opportunity reports by maintaining a schedule of current opportunities with review dates, due dates, and opportunity location.
Download requests for Qualifications, Requests for Information, and Requests for Proposals from the Qualifications and Proposals Inbox.
Create folders on the appropriate Microsoft Teams channels or servers and transfer client documents.
Support group maintenance and updates for the firmwide content library of previous project information, company capabilities and services, and other sources of company knowledge for standard RFI/RFQ response questions-and-answers.
Support group maintenance and updates of Teammate resumes.