Pursuit Coordinator

Description

Pursuit Coordinator (2)

Role Description: The Pursuit Coordinator plays a pivotal role in the proposal development process in the firm. This role involves coordinating activities, managing documentation, and ensuring the timely and accurate submission of proposals. The Pursuit Coordinator works closely with proposal managers, senior proposal strategists, and subject matter experts to create high-quality, competitive proposals that meet client requirements. Reporting to the Business Development Enablement Manager, the Pursuit Coordinator ensures all business development protocols pertaining (i.e., internal data pursuit data, Digital Asset Management procedures, and Brand Guideline Requirements) to pursuits are implemented. 

Location: Dallas, Fort Worth, or Oklahoma

Employment Type: 40 FT Hours

Compensation Type: Salary

Reports To:  Business Development Enablement Manager 

Education: Bachelor’s degree in Business Administration, Marketing, Communications, or related field

Duties:  

Proposal Coordination:

• Coordinate the proposal development process from RFQ and RFP release to submission.
• Develop and maintain proposal schedules, outlines, and compliance matrices.
• Organize and facilitate proposal kickoff meetings, status updates, and review sessions.

 Document Management:

• Collect, organize, and maintain proposal documentation, including RFPs, RFQs, client correspondence, and supporting materials. Track and manage proposal revisions and version control.
• Ensure all proposal content is stored in an organized and accessible manner.

Content Development and Support:

• Assist in the creation and formatting of proposal content, including executive summaries, technical sections, resumes, and project descriptions.
• Edit and proofread proposal sections to ensure clarity, consistency, and compliance with client requirements. 
• Collaborate with graphic designers or develop proposal graphics and visual aids. 

Compliance and Quality Assurance:

• Review RFP and RFQ requirements to ensure all client specifications are addressed in the proposal.
• Conduct compliance checks to ensure proposals meet all submission requirements.
• Perform quality control reviews to ensure the accuracy and completeness of proposal documents. 

Research and Information Gathering:

• Conduct research on clients, competitors, and market trends to support proposal development.
• Gather and organize information from subject matter experts, technical staff, and external partners.
• Maintain a library of reusable proposal content, including standard company information, project descriptions, and staff resumes. 

Miscellaneous Business Development Support:

• Provide support to the proposal team, including scheduling meetings, coordinating logistics, and managing communications.
• Support post-submission activities, including debriefs and lessons learned sessions.
• Assist in the preparation of presentations and marketing materials related to proposals and other business development activities.  

Key Responsibilities:

• Understands, follows, and enforces Huitt-Zollars' business process.
• Productively collaborates with others and leads or encourages teams to achieve success and camaraderie amongst each other.
• Understands and follows HZ QMS and Quality initiatives. Ensures quality control measures are being adhered to on projects and daily operations.  
• Understands duties and responsibilities, possesses necessary job knowledge and technical skills, maintains job knowledge current.
• Assist with appropriate administrative and project support tasks supporting the needs of the project team and office. 
• Complete assignments on-time, within budget, and with highest level of quality. 
• Routinely proposes and produces more effective ways to accomplish assignments. 

Role Competencies:

• Sharing Information: Conveying up-to date information in the most efficient and useful manner to the appropriate stakeholders.
• Critical Thinking: Analyzing problems and solutions by evaluating the quality of the information available from different sources and avoiding decision-making bias.
• Executes Strategy: Ensuring that people remain focused on accomplishing strategic goals by thoughtfully planning tasks and overcoming obstacles.
• Fosters a Learning Culture: Creating an inspiring and engaging atmosphere where people feel motivated to grow, experiment, and learn new skills.
• Identifies Talent: Actively maintaining awareness of internal and external talent, current abilities, and hiring needs. 

Qualifications:  

• Bachelor’s degree in Business Administration, Marketing, Communications, or related field.
• 3+ years of experience in proposal management, preferably in the AEC industry. 
• Strong writing, editing, and proofreading, organizational, and management skills. 
• Proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator) and Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to ethically and effectively using Artificial Intelligence tools is a plus.
• Proficiency in Open Asset or another Digital Asset Management Platform is a plus.
• Experience with proposal management software (e.g., Adobe Acrobat, Bluebeam, CRM systems) is a plus. 

This position is also required to adhere to Huitt-Zollars’ Core Value Competencies

About Huitt-Zollars:

• Huitt-Zollars, Inc. is a privately held, 100% employee-owned leading Architectural and Engineering (A/E) firm since being established in 1975. Since then, our firm has been providing innovative planning, engineering, architectural and interior design, construction and program management, and design-build services to our clients. 
• Located in more than 20 locations throughout 10 different US states, Huitt-Zollars holds a vision to improve the environment in which we live, work, and play. Employees/co-owners can expect to collaborate with their team, listen to client and community needs, and deliver world-class professional services. Learn more about a career with #teamHZ by viewing our LinkedIN Life page.

Benefits & Perks:

• Health insurance (BCBS TX BlueChoice PPO)
• Dental insurance (BCBS TX BlueChoice PPO)
• Vision insurance (BCBS TX BlueChoice PPO)
• MDLive Telehealth
• Employer-Paid Short- & Long-Term disability
• 8 Paid Holidays
• Employee Morale/Teambuilding events and activities
• Paid Vacation/Annual Leave 
• Paid Sick Leave
• Tuition Reimbursement
• Commuter Benefits
• Professional Societies and Registrations Fee Reimbursements
• Term Life / AD&D insurance
• Cancer and Specified Disease insurance
• Two retirement plans: 401(k) and an ESOP

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 25 pounds at times
• May be required drive to visit client or project sites for short periods of time
• The employee must be able to concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities

Applicants must be legally authorized to work for Huitt-Zollars in the U.S. without employer sponsorship. Currently, Huitt-Zollars does not sponsor H1-B or any other work visa petitions.

Huitt-Zollars does not accept unsolicited resumes from third-party recruiters without a previously signed third-party agreement. Any unsolicited third-party resumes forwarded by recruiters to any Huitt-Zollars hiring manager or employee will be considered public information, may be treated as a direct application from the person identified in the resume, and will not be eligible for placement fee payment to the agency submitting the unsolicited resume. Huitt-Zollars will not pay a fee to a third-party recruiter or agency that has not coordinated their recruiting activity with the appropriate member of the Human Resources team and without an active, fully executed service agreement. 

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or any other legally protected status. Huitt-Zollars is a federal contractor and subcontractor and abides by the requirements of 41 CFR 60-300.5(a) and 41 CFR 60-741.5(a), which prohibit discrimination against qualified individuals based on protected veteran status or disability and require affirmative action to employ and advance qualified protected veterans and individuals with disabilities.