Proposal Coordinator / Marketing Specialist (Richmond, VA) (2 to 5 years)

Responsibilities

• RFQ / RFP Analysis : Thoroughly review and dissect RFQs and RFPs to determine submission requirements, evaluation criteria, and required schedules.
• Proposal Content Development : Assist with editing and proofreading original content, including project descriptions, firm profiles, executive summaries, and tailored resumes for technical staff.
• Layout and Design : Assist with design and formatting of proposal documents, graphics, covers and layout templates using Adobe InDesign, ensuring strict compliance with RFP guidelines and corporate branding standards.
• Process Management : Participate in kick-off meetings, help adhere to proposal schedules, coordinate with technical leads and subconsultants, and help ensure timely submissions.
• Database & Asset Maintenance : Help update and maintain the firm’s database with key marketing data, project profiles, and resumes.
• Collaboration : Work with principals, project managers, technical staff, and subconsultants to gather necessary technical data and marketing messaging.
• Quality Control : Assist with final compliance checks, proofreading, and quality control reviews for formatting, grammar and completeness.
• Production & Delivery : Coordinate electronic submissions (client portals, procurement sites) and physical print production/shipping when required.

Requirements

• Education: Bachelor’s degree in business administration, marketing, communications, journalism, or a related field preferred.
• Experience: 2 to 5+ years of experience with proposal production within the A/E/C industry (Architecture, Engineering, or Construction).
• A/E/C Knowledge: Understanding of industry-specific terminology, standard forms (e.g. SF330 for federal projects), and procurement processes.
• Project Management: Proven ability to work on multiple projects under tight deadlines.
• Communications: Excellent editing and proofreading skills.
• Software Proficiency: Experience with desktop publishing and Adobe InDesign, specifically. Mastery of Microsoft Office Suite, especially Word and PowerPoint.

Preferred

• Reliable and self-disciplined
• Professional and highly organized
• Conscientious with keen attention to detail - checks and rechecks work to ensure quality
• Comfortable working autonomously
• Ability to work under pressure and against deadlines
• Ability to develop an understanding of our airport clients and engineering projects
• Ability to build and maintain strong relationships with internal stakeholders and subconsultants

Benefits

• Base salary (including health insurance)
• Industry-leading employer retirement contributions with ownership component
• Paid leave
• Significant investments in professional development and education opportunities
• Company paid life and disability insurance
• Reimbursement of business expenses including travel