Senior Proposal and Marketing Coordinator

This is a fully remote position, open to applicants in Colorado, +4 more states.

📋 Description

• Take ownership of and manage multiple RFQ/RFP submissions concurrently, which includes scheduling and meeting deadlines, organizing team meetings, coordinating contributions, editing content to align with strategy, formatting materials using templates, designing essential graphics (such as organizational charts, process diagrams, covers, and tabs), and overseeing the final production and delivery.

• Lead and facilitate proposal kickoff meetings to ensure clear understanding of roles, strategies, deliverables, and timelines.

• Juggle competing deadlines while aiding the execution of the external communications plan and other marketing initiatives.

• Collaborate closely with pursuit teams to develop win strategies, themes, and differentiators.

• Preferred experience in graphic design or a strong visual design aptitude, with the capability to create polished, visually consistent, high-quality proposal layouts.

• Coordinate and integrate technical content from subject-matter experts to ensure accuracy, consistency, and alignment with the pursuit strategy.

• Monitor proposal progress and communicate updates to pursuit teams and leadership, escalating any risks to deadlines or quality when necessary.

• Create high-quality print and electronic documents.

• Conduct initial written and graphic quality assurance/quality control on all proposals, qualifications packages, and interview materials prior to management/director review, ensuring adherence to RFQ/RFP requirements, including formatting, forms, and submission protocols.

• Coordinate and assist with interview preparation, which includes slide development, aligning messaging, and providing feedback/coaching to presenters.

• Hold debrief sessions after submissions to identify successes, gaps, lessons learned, and opportunities for continuous improvement.

• Assist in identifying, supporting, and implementing process enhancements, templates, and tools to improve proposal efficiency and quality.

• Promote standardization of workflows and best practices across the marketing/proposal function.

• Act as a resource for proposal best practices across various teams.

⛳️ Requirements

• At least 5 years of experience in proposal management within the AEC industry and/or a professional services firm.

• Bachelor’s degree.

• Proficient in Adobe Creative Cloud applications, particularly InDesign.

• Degree in Marketing, Graphic Design, Communications, Journalism, English, or a relevant field.

• Understanding of or interest in the energy engineering/sustainability sector.

• Strategic thinker with the ability to align proposals with client objectives and win themes.

• Experience in leading proposal schedules, outlines, and review processes.

• Excellent time management skills, with the ability to hold team members accountable and consistently track and follow up on action items.

• Strong problem-solving abilities, especially under tight deadlines.

• Familiarity with pursuit strategies, positioning, and competitive differentiation.

• Experience in a marketing/proposal preparation role within a professional services firm.

• Exceptional written communication and editing skills.

• Ability to collaborate with diverse personalities within a flexible schedule to manage internal timelines and ensure deadlines are met.

• Capacity to thrive in a fast-paced, deadline-driven, and dynamic environment while consistently producing high-quality collateral and support materials.

• Keen attention to detail with robust quality control and compliance oversight.

• Skilled in translating highly technical information into clear and concise written communications and in producing multi-page documents that are well-organized, logical, and easy to comprehend.

• Proficiency in customer relationship management systems, such as Salesforce, is a plus.

• A positive, can-do attitude.

🏝️ Benefits

• Health Care Benefits: Medical, Dental, Vision; Wellness incentives.

• Retirement Benefits.

• Time Off and Leave: Paid vacation days (up to 15 days); paid sick days (up to 5 days); paid personal leave (up to 5 days); paid holidays (up to 13 days); birth and adoption leave; parental leave; family and medical leave; bereavement leave; jury duty leave; military leave; purchased vacation.

• Disability: Short-term and long-term disability.

• Life Insurance and Accidental Death and Dismemberment.

• Tax-Advantaged Accounts: Health Savings Account; Health Care Spending Account; Dependent Care Spending Account.

• Tuition Assistance.