Senior Proposal & Marketing Coordinator

POSITION DETAILS

The senior proposal and marketing coordinator role at Harvey Cleary involves providing essential support and leadership across various business development assignments, including both strategic proposals and smaller qualification statements. Candidates should demonstrate exceptional oral and written communication skills, along with the ability to develop creative solutions to overcome challenges. Teamwork is crucial, as the ideal candidate must be ready to support colleagues and share a genuine interest in the company’s success.

This position requires the senior coordinator to independently lead proposals from inception to completion, operating with minimal guidance from pursuit or marketing leadership. A strong understanding of the requirements for complex proposals is essential, as is the ability to manage multiple deadlines effectively and craft tailored responses to RFP and RFQ inquiries.

Additionally, the role entails editing materials provided by technical staff to ensure clarity and compliance while also ensuring that all proposals are submitted on time. The coordinator will be responsible for leading the project team in establishing proposal deadlines and ensuring the timely completion of responses. This role is pivotal in driving the success of Harvey Cleary’s bid efforts and fostering collaborative relationships within the team.

Reports:

Department – Marketing & Business Development
Reports To – Director of Marketing 

Qualifications:

• 8+ years of proposal coordination experience (preferably within the AEC industry)
• Strong writing and editing skills
• Ability to work collaboratively with pursuit teams
• Proficiency in Adobe InDesign, Microsoft Office, and Open Asset
• A minimum of five years executing RFPs/RFQs in the AEC Industry
• Knowledgeable in Institutional, Healthcare, and Government proposal processes
• Knowledge of Adobe Acrobat and Adobe Illustrator
• Experience navigating OpenAsset, Procore and BuildR (not required), but must be technology savvy enough to learn these project management tools for project information 

Roles & Responsibilities:

• The Senior Proposal Coordinator is responsible for proposal/pursuit coordination and marketing efforts
• Lead, prepare, and review standard government form proposals, expressions of interest, technical proposals, award submissions, and presentations
• Lead all phases of the pursuit process from kick-off meeting to production and delivery, and proposal closeout
• Develop pursuit outlines
• Participate and lead pre-proposal meetings, kick-off meetings, debriefings, etc
• Provide input on pursuit teaming, content, win strategy, and storyboarding
• Prepare major sections of pursuits, including but not limited to project descriptions and resumes, tailored for specific pursuit
• Work with the pursuit / project teams to develop other pursuit content
• Coordinate pursuit production (typing, graphics, editing, and reproduction), printing and delivery, with emphasis on quality assurance/quality control
• Assist with presentation preparation, presentation materials, etc
• Produce consistently compliant, high-quality submissions while delivering exceptional customer service
• Provide Marketing essential functions and responsibilities as required
• Complete data entry for Marketing databases, tracking leads go/no go, and wins or losses
• Maintain visually appealing marketing materials, including resumes, boilerplate information, project descriptions, photographs, subconsultant information, etc
• Work closely and interact with technical staff, administrative staff, and marketing staff in other offices, as well as outside vendors, subconsultants, and clients
• Administrative duties related to marketing, such as filing, data input, etc
• Work closely with project managers, technical teams, and graphic designers to assemble proposal content.
• Interact with marketing staff in other offices, technical staff, vendors and clients
• Assist in gathering information, conduct market research, and participate in the development of various business collateral to support continued strategic growth
• Assist with generating reports on marketing efforts
• Assist with training of other marketing staff
• Participate as needed in external marketing activities such as professional associations/organizations, conferences, exhibitions, etc
• Provide organizational support of office, regional and corporate marketing efforts
• Proposal Coordinator to support our Business Development efforts
• Craft Engaging Content: Write and modify materials that effectively convey services, capabilities, and market messages, ensuring consistency with brand messaging
• Hold the project team accountable for meeting schedules and milestones, ensuring successful contract acquisition
• Facilitate Collaboration: Coordinate with internal and external team members to ensure seamless communication and collaboration across projects
• Assist marketing team
• Other duties as assigned

Physical Requirements:

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel, reach with hands and arms, and see, talk or hear. The employee is frequently required to stand, walk, carry, or pull. The employee may be required to climb, bend or squat on occasion. The employee must regularly lift and/or move 20-35 pounds and occasionally lift or pull 35-80 pounds.

This description is intended to provide a general overview of the position and is not an exhaustive list of duties and responsibilities. Prospective employees must be able to pass a criminal background check and pre-employment, and random drug screens.