Sr. Proposal Coordinator

Job Scope: Generally responsible for leading our strategic responses to Requests for Qualifications (RFQ) and Requests for Proposals (RFP) for the company—supporting all divisions and offices. Co-manages with the Proposal Manager the proposal activity schedules, document development, activity coordination and organization so that all proposals submitted meet the Hargrove quality standards. This work will be performed under minimal supervision.

Primary responsibilities will include but are not limited to:

• Requests for Qualifications (RFQ) and Certifications – Support the group maintenance of usernames and passwords for third party verification sites. Maintain library of standard qualification documents and update regularly with information from Safety, Finance, Quality, and Marketing. Coordinate with corporate legal/contracts group on Certificates of Insurance and other corporate data or legal information to support vendor compliance. Coordinate with other corporate departments as required. Complete and upload qualifications in a timely fashion or to meet specific deadlines.
• Requests for Information (RFI) and Requests for Proposals (RFP) – Read, review, and break down RFI/RFP to submit timely, compliant, and responsive strategic documents to the client. Schedule kickoff meetings with lead writers/contributors, status and review meetings, and support scheduling management review meetings.
• Create response templates and maintain ownership of working drafts through final review. Review RFI questions with operations and/or Business Development (BD) and assign tasks and areas of responsibility. Review RFP with the assigned Proposal Manager, Business Development Lead, and Operations and assign tasks and areas of responsibility.
  • Schedule and conduct frequent progress meetings with key RFI/RFP team contributors for timely response development.
  • As required, develop compliance checklists or matrices to track during document development and enable accountability and assignments for section content.
  • Upload/apply and edit content from internal sources into the response document. Write and/or develop content from discussions with internal SMEs and apply creative and strategic insight to suggest content. Provide and adapt-for-purpose corporate marketing material when requested.
  • Perform desktop publishing tasks, including formatting, proofreading, and visual design or presentation of information for readability.
  • Coordinate submittal or delivery of response, which may include uploading to third party sites. Print, bind, and ship response documents (or delegate the task as appropriate) when required.
  • Coordinate with various corporate groups such as: Finance and Accounting on rate sheets, templates, and spreadsheets at the direction of the Proposal Manager; Legal/Contract group at the direction of the BD Lead or Proposal Manager on review and mark up of legal documents; etc.
• General – Support strategic and bid/proposal related tasks, respond to internal requests, and generally administer to the group’s needs to promote efficiency in all areas mentioned above. Coordinate with marketing to support presentation requirements. Supply data to support the preparation of weekly Capture Management and Opportunity report by maintaining a schedule of current opportunities with review dates, due dates, and opportunity location.
  • Monitor Qualifications and Proposals Inbox – Download requests for Qualifications, Requests for Information, and Requests for Proposals. Create folders on the appropriate Microsoft Teams channels or servers and transfer client documents.
  • Support group maintenance and updates for the firmwide content library of previous project information, company capabilities and services, and other sources of company knowledge for standard RFI/RFQ response questions-and-answers.
  • Support group maintenance and updates of Teammate resumes.

Education: Bachelor of Arts in Marketing, Public Relations, Communication (or related field) required.

Certification: No certification is required for this position.

Experience: This position requires 7+ years of marketing or proposal experience in a professional environment.  

Knowledge, Skills and Abilities Required:

• Knowledge and experience within the marketing, business development, and/or proposal field.
• Strong planning, time management, and organizational skills.
• High proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Microsoft Teams, SharePoint, Microsoft Dynamics, Adobe Acrobat, and other applicable tools.
• Attention to detail and a command of English grammar and spelling.
• Ability to work on a team to meet goals, including working with remote Teammates.
• Ability to communicate effectively, both verbal and written. Preference for persuasive and adaptable leadership skills.
• Excellent interpersonal skills: ability to interface and/or maintain effective working relationships with Teammates, clients, and vendors.
• Strong work ethic and willingness to take ownership for wide-ranging responsibilities.
• Ability to work in a fast-paced environment with extreme multi-tasking to meet multiple, simultaneous deadlines and assignments.
• Focus on customer satisfaction.
• Ability to work flexible hours as needed.
• Preferred experience editing/proofreading content written by technical professionals for an architectural, engineering, or construction firm.
• Preferred knowledge of industry standards and best practices, such as APMP, Shipley, Lohfeld, etc.

Physical Requirements:

• Ability to sit, stand or walk for long periods of time.

We work to create an environment founded on trust, personal integrity, and a “team mentality” so that each person understands the value of their contributions both on a project and company-wide level. We know that each person on our team contributes to the success of our company by pairing expertise and passion to meet and exceed the needs of the clients we serve across the globe.  

Our safety culture protects and promotes the well-being of every person who works with us and every person touched by our work. 

As a 100% Teammate owned company, we proudly offer a comprehensive benefits package including, paid holidays, personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible Teammates.

Hargrove is an Equal Opportunity/Affirmative Action employer. We do not discriminate based upon race, color, national origin, religion, age, sex (including gender, sexual orientation, pregnancy, sexual identity, marital or family status), disability, military service or obligations, veteran status, or any other characteristic protected by law.

Hargrove is a drug-free workplace.

The selected candidate must be authorized to work in the United States.