Proposal Coordinator

HEAPY

Proposal Coordinator creating proposals, qualifications packages, and marketing collateral for HEAPY, a 100% colleague-owned AEC firm. Coordinating technical and marketing teams to deliver polished pursuit materials and improve business-development processes.

Posted 8/7/2026full-timeCincinnati • Ohio • 🇺🇸 United StatesJuniorMid-LevelWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in proposal coordination and marketing within the AEC industry, with strong capabilities in writing, editing, and content synthesis. Proficient in utilizing tools like Microsoft Office Suite and Adobe Creative Cloud to produce high-quality deliverables.

Highest-signal resume keywords

Proposal CoordinationContent DevelopmentMicrosoft Office Suite ProficiencyAdobe Creative Cloud ProficiencyStrong Writing and Editing Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Proposal CoordinationContent DevelopmentWritingEditingProofreadingFormattingDatabase ManagementDeadline ManagementInformation EvaluationMarketing Resource Development

Soft Skills

CommunicationCollaborationOrganizational SkillsAttention to DetailStakeholder Coordination

Tools & Technologies

Microsoft Office SuiteAdobe Creative CloudInDesignCRM SystemsDeltek VantagepointSmartsheetSharePoint

Industry Keywords

AEC IndustryProposal LibraryMarketing CollateralClient-Focused ContentContinuous Improvement

Tech Stack

Tools & technologies

Cloud

About the role

Key responsibilities & impact

Lead and coordinate proposal and qualification submittals from kickoff through delivery
Partner with technical teams to develop compelling, client-focused content
Ensure deliverables reflect HEAPY’s brand, quality standards, and commitment to exceptional client service
Strengthen the proposal library, marketing resources, and pursuit processes through continuous improvement
Coordinate and produce proposals, qualifications packages, presentations, and marketing collateral
Gather, edit, and synthesize content for pursuit responses
Maintain resume, project, and boilerplate databases
Plan proposal kickoffs, schedules, and internal deadlines; track inputs and follow up
Provide writing, proofreading, formatting, and layout support
Support client-facing deliverables and presentations
Evaluate and enhance proposal tools, content, and processes
Participate in professional development and internal knowledge sharing

Requirements

What you’ll need

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 industry preferred
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Proficiency in 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
Ability to manage deadlines and coordinate inputs from multiple stakeholders
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 for precise digital edits and visual layouts
Ability to view and distinguish details on a computer screen, including color, contrast, and brightness variations
Ability to communicate in person, electronically, and by phone
Reliable transportation to and from project sites
Ability to work in indoor and outdoor environments and navigate stairs or moderate distances during site visits
Ability to maneuver into kneeling, sitting, standing, squatting, and bending positions
Ability to lift, move, transport, or position items weighing up to 25 lbs.
Ability to follow established protocols, practices, and safety guidelines
Ability to gather, organize, and evaluate marketing-related information

Benefits

Comp & perks

Premium medical, dental & vision coverage
401(k) with competitive contributions
10–15% annual bonus potential tied to company performance and contributions
Open PTO
Paid sick time
Wellness Week during the final week of the year
Annual wellness benefit bonus
Annual professional development stipend
Collaborative, colleague-first culture
100% colleague-owned firm