Proposal Coordinator Jobs

About The Position

Requirements

• 2-year degree in Marketing, Communications, English, Journalism, Business, or a related field; or an equivalent combination of education, experience, and/or 4-year degree in a related discipline.
• 2- 4 years of relevant experience in proposal coordination, marketing, or administrative roles within the AEC (Architecture, Engineering, and Construction) industry preferred.
• Develops and delivers compelling, compliant, and brand-aligned proposals and marketing materials by coordinating internal resources, managing timelines, and contributing to pursue strategy and messaging.
• Fosters strong collaboration across technical and marketing teams to ensure timely, high-quality submissions that reflect HEAPY’s values, strengths, and client-focused solutions.
• Maintains and enhances content libraries, tools, and processes to improve efficiency, accuracy, and consistency across all proposal and marketing deliverables.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Creative Cloud (InDesign strongly preferred)
• Familiarity with CRM systems and collaborative platforms such as Deltek Vantagepoint, Smartsheet, or SharePoint is a plus.
• Strong writing, proofreading, formatting, and editing skills with a keen eye for detail and consistency.
• Demonstrated ability to manage deadlines, coordinate inputs from multiple stakeholders, and support the development of polished, persuasive proposals and marketing materials.

Nice To Haves

• Familiarity with CRM systems and collaborative platforms such as Deltek Vantagepoint, Smartsheet, or SharePoint is a plus.

Responsibilities

• Lead and coordinate proposal and qualification submittals from kickoff through delivery.
• Partner with technical teams to develop compelling, client-focused content.
• Ensure every deliverable reflects HEAPY's brand, quality standards, and commitment to exceptional client service.
• Help strengthen our proposal library, marketing resources, and pursuit processes through continuous improvement.
• Coordinates and produces proposals, qualifications packages, presentations, and other marketing collateral that align with HEAPY’s brand, client needs, and business development goals.
• Collaborates with technical teams, marketing, and business development to gather, edit, and synthesize content for compelling pursuit responses.
• Applies established standards, templates, and branding to ensure consistency and quality across deliverables.
• Maintains and updates resume, project, and boilerplate databases to ensure accurate, relevant, and up-to-date content for reuse.
• Participates in project planning, including proposal kickoffs, schedules, and internal deadlines; tracks inputs and follows up to keep progress on target.
• Provides writing, proofreading, formatting, and layout support to enhance the readability, clarity, and visual impact of final materials.
• Supports client-facing deliverables and presentations to help position HEAPY’s value and capabilities.
• Engages in continuous improvement by evaluating and enhancing proposal tools, content, and processes.
• Participates in professional development and internal knowledge sharing; seeks feedback and applies lessons learned.
• Supports HEAPY’s Vision, Mission, and Colleague First culture by contributing to a collaborative, service minded team environment.
• Additional responsibilities as requested/needed.

Benefits

• premium medical, dental & vision coverage
• 401(k) with competitive contributions
• 10–15% annual bonus potential tied to company performance and your contributions
• open PTO and paid sick time
• Wellness Week (final week of the year off)
• annual wellness benefit bonus
• annual professional development stipend