Proposal Coordinator

Description

The Proposal Coordinator sits within the Marketing Department while providing critical support to our sales team. This role helps transform technical expertise into polished, compelling, and client-focused pursuit materials across all offices. The coordinator supports the development of SOQs, proposals, and presentations by managing timelines, organizing content, and ensuring every submission reflects the company's commitments. The ideal candidate builds structure within their role and is detail-driven, highly organized, and skilled in writing, editing, and visual communication. They bring strong collaboration skills, a proactive mindset, and the ability to translate technical information into meaningful narratives that highlight company value, expertise, and dedication to our clients and communities.

Requirements

• Support sales team by transforming technical content, meeting notes, and project data into clear, compelling, and marketable proposal narratives.
• Conduct research on clients, competitors, project history, regional market trends, and relevant experience to support pursuit strategy and positioning.
• Manage internal pursuit schedules and tracking systems, ensuring all deliverables, content inputs, and responsibilities remain on track.
• Produce SOQs and proposals, including writing, editing, layout, graphics integration, and preparing files for digital and print production for on-time delivery of submissions.
• Ensure pursuit messaging is cohesive, client-focused, and reflective of the strategic win themes established by the sales team.
• Review and interpret RFQ/RFP criteria, ensure full compliance, and flag gaps or risks early in the process.
• Gather content from project teams, executives, consultants, and trade partners as needed, ensuring accuracy and consistency.
• Record, summarize, and track pre-submittal meetings, attendees, and key decision-makers; ensure BD and pursuit teams are fully briefed.
• Maintain a structured knowledge management system to extract, categorize, store, and retrieve information related to clients, projects, resumes, boilerplate, visuals, metrics, and prior proposals.
• Maintain and curate reusable marketing content such as case studies, resumes, project sheets, etc., to support future pursuits.
• Elevate technical information into visually engaging layouts, diagrams, and narratives that communicate our value clearly to selection committees.
• Maintain brand standards by ensuring consistent formatting, graphics, and messaging across deliverables.
• Contribute to CRM data accuracy by updating opportunities, contacts, companies, and projects.

Qualifications & Capabilities

• Associate or bachelor’s degree in marketing, communications, business or other related degree required.
• One to three years of professional experience in marketing, proposals, communications, or a related A/E/C industry role preferred.
• Experience with Adobe InDesign, CRM systems, Canva, and/or proposal production is highly preferred
• Strong understanding of basic business development principles and the A/E/C (architecture/engineering/construction) industry preferred
• Ability to understand, interpret, and organize complex RFQ/RFP requirements.
• Exceptional organization and multi-tasking ability; track multiple deadlines simultaneously.
• Detail-oriented approach with strong editing and proofreading skills.
• Effective communication and interpersonal skills for working with a variety of personalities, teams, and technical staff.
• Ability to maintain confidentiality when handling sensitive pursuit information.
• A proactive, resourceful mindset with a passion for continuous improvement.

Working Conditions

• Full-time, Monday–Friday, in person
• Standard business hours are 8:00 a.m. to 5:00 p.m.; however, occasional extra hours before or after that time may be required to meet proposal deadlines and support pursuit efforts.
• Locations: Lafayette, LA

What We Offer

• Medical, Dental, and Vision Insurance – BCBS health coverage with supplemental insurance options; eligibility begins the first of the month following 60 days of employment.
• Company-Paid Life Insurance – $50,000 coverage automatically enrolled after 60 days.
• Voluntary Life & Personal Accident Insurance – Additional term life and supplemental coverage available to benefits-eligible team members.
• 401(k) Retirement Plan – Safe harbor matching contribution with 100% vesting; eligibility begins the first of the quarter after 3 months of employment.
• Paid Time Off – 80 hours of PTO and 3 paid sick days after 90 days of employment.
• Paid Holidays – 11.5 company-observed holidays annually.
• Flex Week – Remote work allowed In December to encourage family time during the holiday season. Dates provided Annually
• Paid Parental Leave – After one year of employment: 8 weeks paid for childbirth, 2 weeks for bonding (adoption or foster placement).
• Health Savings Account (HSA) – With employer contributions.
• Wellness & Mental Health Support – Access to BCBS Wellness on Target tools, 100% covered MDLive virtual wellness checkups, and Employee Assistance Program (EAP).
• Employee Store Voucher – Use toward company Gear.