Proposal Coordinator

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Posting Date: 30 Jan 2026

City:
Chicago

Location:

Chicago, IL, US, 60603

Contract Type:
Permanent

Division: RINA Consulting IFI Commercial and Tender Management

Level of experience:
Junior

RINA is currently recruiting for a Proposal Coordinator to join its office in Chicago, IL within the RINA Consulting IFI Commercial and Tender Management Division.

$60,000 - $70,000 commensurate with education and experience

The Proposal Coordinator facilitates the RINA North America proposal process for assigned company pursuits within the Energy and Infrastructure & Mobility industries by leading kickoff strategic planning calls, coordinating cross-functional input, and ensuring timely, high-quality deliverables that align with client requirements and RINA brand standards

• Analyze client request (RFP/Q) and develop proposal responsibility matrix and schedule for review by senior proposal staff
• Set up and lead proposal kickoff calls to ensure alignment on proposal strategy and direction
• Set up and format proposal documents and presentation decks according to RINA templates
• Coordinate technical content from operations teams
• Prepare draft versions of proposal content as assigned (resumes, project fact sheets, corporate information)
• Proofread all material for grammatical and formatting errors
• Edit content to convey clear, concise messaging
• Create simple graphics that meet RINA brand standards
• Work closely with senior proposal staff to manage timelines for each proposal, ensuring that deadlines are met
• Regularly communicate proposal or presentation status and progress to operations team
• Verify compliance with client requirements
• Facilitate proposal or presentation review meetings as necessary
• When hard copies are required, physically produce documents using internal production resources OR coordinate vendor production of documents
• Coordinate on time delivery of assigned proposals, whether via online portal, Fed Ex, or via RINA employee
• Archive proposal documents as per regional policy
• Attend weekly Proposal Team meetings to review pending items, proposal status, and team initiatives
• Provide assistance to senior proposal staff

• 1+ years of proposal experience in a professional services industry (engineering, architecture, construction, technology, finance, legal, or project management consulting)
• Proficient with Microsoft Word, Microsoft PowerPoint, and Adobe In Design
• Strong organizational skills
• Excellent attention to detail and time management skills
• Ability to multi-task
• Critical thinker
• Comfortable self-managing: motivated self-starter who will work well with a geographically dispersed team.
• Proficient in working with a variety of personality types while maintaining professionalism and accountability.
• Understanding of basic marketing principles
• Basic understanding of A/E/C industry terminology and procedures preferred
• Experience working under tight time constraints a plus.

• FORESIGHT & INSIGHT - Context awareness adopting a systemic perspective and informed decision making.
• WORKPLACE DYNAMICS - Resourcefulness in shaping progress and working efficiently.
• INTERPERSONAL INFLUENCE - Skills and strategies we use to interact effectively with others.
• DOMAIN & BUSINESS ACUMEN - Applying a scientific approach and critical thinking in operations and solution development within area of expertise.
• PERSONAL EMPOWERMENT - Ownership for life, work and results, striving to grow professionally and personally.

RINA is a multinational company providing a wide range of services in the energy, marine, certification, infrastructure & mobility, industry, research & development sectors. Our business model covers the full process of project development, from concept to completion.

RINA North America provides a comprehensive benefits package, including the following insurance options:
Medical, Dental, Vision, Medical Flexible Spending Account, Dependent Care Spending Account, Health Savings Account, Transit, Parking, Basic Life, Basic AD&D, Voluntary Life, Voluntary AD&D, Short-Term Disability, Long-Term Disability, Voluntary Accident, Voluntary Critical Illness, Identity Theft Protection, Pet Insurance, and Employee Assistance Program. Additional benefits provided include paid time off, company holidays, tuition reimbursement, nursery grant, travel resource services, and 401K plan with company discretionary match.

At RINA, we endeavor to create a work environment where every single person is valued and encouraged to develop new ideas. We provide equal employment opportunities and are committed to creating a workplace where everyone feels respected and safe from discrimination or harassment of any kind.

It is the policy of RINA to provide equal employment opportunity to all individuals ... [EEO statement continues unchanged]

RINA does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of RINA without a prior written search agreement will be…