Proposal Coordinator

HEAPY

Proposal Coordinator creating polished proposals, qualifications packages, and marketing materials for HEAPY’s AEC business. Coordinating technical teams, deadlines, branding, and pursuit content.

Posted 8/25/2026full-timeRemote • Ohio • 🇺🇸 United StatesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in proposal coordination and marketing material development, with strong writing, proofreading, and editing skills. Proficient in Microsoft Office Suite and Adobe Creative Cloud, particularly InDesign, while effectively managing deadlines and collaborating with diverse teams.

Highest-signal resume keywords

Proposal CoordinationMarketing Material 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 DevelopmentContent SynthesisEditingProofreadingFormattingDeadline ManagementMarketing Collateral ProductionBrand AlignmentContent EvaluationInformation Organization

Soft Skills

CommunicationCollaborationAttention to DetailTime ManagementProblem Solving

Tools & Technologies

Adobe InDesignMicrosoft WordMicrosoft ExcelMicrosoft PowerPointMicrosoft OutlookDeltek VantagepointSmartsheetSharePoint

Industry Keywords

AEC IndustryProposal StandardsBrandingClient-Facing DeliverablesPursuit StrategyMarketing Resource LibrariesProfessional Development

Tech Stack

Tools & technologies

Cloud

About the role

Key responsibilities & impact

Lead and coordinate proposal and qualification submittals from kickoff through delivery
Coordinate and produce proposals, qualifications packages, presentations, and marketing collateral
Partner with technical teams, marketing, and business development to gather, edit, and synthesize content
Apply established proposal standards, templates, and branding to ensure consistency and quality
Maintain and enhance resume, project, boilerplate, content, and marketing resource libraries
Participate in proposal kickoffs, schedules, and internal deadlines; track inputs and follow up on progress
Provide writing, proofreading, formatting, and layout support for final materials
Support client-facing deliverables and presentations
Contribute to pursuit strategy, messaging, and business development efforts
Evaluate and improve proposal tools, content, and processes
Participate in professional development and internal knowledge sharing
Support HEAPY’s Vision, Mission, and Colleague First culture
Perform additional responsibilities as requested or needed

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
Experience developing compelling, compliant, and brand-aligned proposals and marketing materials
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
Must be in the EST time zone and willing to work during core business hours
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 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 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

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