Proposal Coordinator

•  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.

• 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. 

Key Responsibilities

• 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. 

Physical Demands & Work Environment

•  Ability to remain sedentary at a workstation for extended periods while operating a keyboard and using a computer screen. 
• Ability to operate a mouse, stylus, or similar tool to make precise edits to digital documents and visual layouts. 
• Ability to view and distinguish details on a computer screen, including variations in color, contrast, and brightness for design and formatting purposes. 
• Ability to communicate in person, electronically, and via phone with other individuals. • Possession of reliable transportation to and from project sites. 
• Ability to work in all elements of indoor and outdoor environments, which include the heat, cold, rain, snow, wind, etc. 
•  Ability to navigate different environments, which may include ascending/descending stairs or walking moderate distances during facility or site visits. 
• Capable of working in physical positions that may include maneuvering oneself into different positions traditionally achieved by kneeling, sitting, standing, squatting, bending over, etc. 
• Ability to lift, move, transport, or position items weighing up to 25 lbs. (e.g., marketing materials, displays, or printed proposals).
• Ability to apply established protocols and practices in a timely manner and follow safety guidelines for both the company and clients
• Ability to gather, organize, and evaluate information related to marketing efforts (Such as client pursuits or proposal documentation) 

HEAPY Benefits

• Built for People, Not Just Projects – a collaborative, colleague-first culture where you can do your best work 
• Thrive with HEAPY Benefits – premium medical, dental & vision coverage designed with you in mind 
• Invest in Your Future – 401(k) with competitive contributions to help you plan ahead 
• Be Rewarded for Your Impact – 10–15% annual bonus potential tied to company performance and your contributions
• Own Your Time – open PTO and paid sick time that gives you the flexibility to recharge when you need it
• Wellness Week – we hit pause the final week of the year so you can rest, reset, and reflect 
• Feel Your Best – annual wellness benefit bonus focused on your overall well-being
• Grow with Purpose – annual professional development stipend to support your career goals 

About
HEAPY is Inspiring a Better Way of BuildingColleagues are at the center of everything we do at HEAPY. By engineering more sustainable, resilient buildings, our colleagues are creating healthy environments that inspire and have a positive impact on the community. In this way, HEAPY creates high-performance buildings to help clients achieve not just their goals for form and function, but also around sustainability commitments, recruitment, retention, productivity, and occupant wellness.Our Colleague First approach encompasses how we invest in our colleagues here at HEAPY, as well as the way we engage with clients. Through active listening, creative collaboration, and support that extends throughout a building’s life cycle, we are creating a more rewarding engagement.Investing in Our Team Inspires Remarkable PerformanceOur national portfolio speaks to the HEAPY team’s MEP engineering, technology engineering, commissioning, and construction administration expertise. But what truly sets us apart is the belief that continually investing in our colleagues is good for our clients, our communities, and our company.HEAPY’s Colleague First culture reflects an environment in which people feel heard and respected, one where we take pride in delivering upon the core values of our organization. This support enables our colleagues to better guide clients through challenging design decisions and build the trust that enables unparalleled engineering solutions.