Proposal Coordinator

The company's name is being withheld for confidentiality.

We are a leading full-service architectural design firm focused on impactful, sustainable building design and development in Southeast Wisconsin. We are experiencing significant growth and are looking for askilled and detail-oriented Proposal Coordinator to continue driving our Government and Public market initiatives.

Job Summary:

The Proposal Coordinator plays a critical role in supporting our business development efforts aimed at winning new work in the Government and Public markets. You will be managing the entirety of the proposal development process, including crafting persuasive, high-quality proposals that reflect the companys qualifications, meet specific RFP requirements, and align with company standards. Acting as the central point of contact, you will be facilitating cross-functional collaboration with internal and external teams to ensure all proposal requirements are met and contain accurate information. In addition, the Proposal Coordinator will also provide support on other key business development initiatives.

Ideal candidates will possess exceptional written and verbal communication, organization, time management, and project management skills; along with the ability to lead in a fast-paced, challenging, and client-focused environment.

Essential Job Functions and Responsibilities:

1. Build and maintain a pipeline of potential projects by proactively identifying and tracking upcoming opportunities through multiple sourcing platforms

2. Thoroughly assess the feasibility and strategic fit of opportunities that align with pursuit strategies

3. Lead the preparation, writing, and submission of proposals for Government / Public RFPs related to architectural design

4. Analyze RFP requirements to ensure compliance with submission guidelines, deadlines, and key evaluation criteria

5. Write, edit, and proofread technical narratives, project descriptions, team resumes, and other proposal content for clarity and accuracy

6. Coordinate with internal teams (architects, engineers, and leadership) and external partners (sub-consultants, vendors) to gather necessary proposal materials and ensure project alignment

7. Ensure all required forms, certifications, and documents are completed and included in submissions

8. Conduct pre-submittal reviews to ensure completeness, compliance, and alignment with key evaluation criteria

9. Work closely with marketing, business development, and technical teams to align proposal strategies with the firms goals

10. Facilitate internal meetings to review RFPs, gather input, and assign tasks to proposal contributors

11. Maintain a centralized repository of standard proposal components, project descriptions, team resumes, and compliance documentation

12. Track and manage RFP deadlines, submission statuses, and follow-up actions

13. Conduct internal compliance checks, pre-submittal reviews, and quality assurance assessments before submission

14. Request post-award debriefs for submitted proposals to analyze feedback and improve future responses

15. Develop strategies to enhance proposal win rates and refine submission processes

Minimum Qualifications:

• Bachelors degree in Business, Marketing, Communications, or a related field
• 1-3 years of experience in proposal coordination, technical writing, grant writing, copy writing, marketing, or business development
• Strong written and verbal communication skills
• Exceptional organizational skills and the ability to manage multiple projects and tasks simultaneously
• Ability to work effectively in a team environment
• Excellent computer skillsand proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Additional Preferred Skills:

• Marketing or proposal development experience in the AEC Industry
• Experience or Familiarity with the proposal process (RFP/Q)