Senior Proposal Coordinator

Available in Other Offices:
Bakersfield, Modesto, Sacramento, or Visalia, CA

Provost & Pritchard is seeking a Senior Proposal Coordinator to support the review of RFPs and RFQs, prepare proposals and qualification packages, and proofread and edit proposal content for strategy, compliance, and grammar. This role involves extensive coordination with internal and external team members, as well as assisting with PowerPoint presentations, marketing collateral, database input and maintenance, and providing high-level research, writing, and organizational support to business development professionals.

A detail-oriented mindset, strong organizational skills, and the ability to frequently prioritize simultaneous deadlines are essential for success in this fast-paced position.

• Lead technical teams through coordinated, compliant, and compelling responses to RFPs/RFQs and interview presentations. This primarily includes:
• leading the entire proposal process from the “Go” decision through draft text preparation, several stages of proofing, formatting in InDesign, and submittal prior to each deadline;
• scheduling and leading internal proposal kick-off meetings;
• assigning and tracking team member tasks, distributing notes, establishing proposal calendar and scheduling reminders for internal and external deadlines;
• coordination with outside subconsultants and prime consultant firms;
• communication and follow-up on expectations for deliverables from all internal and external contributors as needed.
• Use Deltek® Vantagepoint to track and keep current company project descriptions, staff resumes, boilerplate, and more.
• Coordinate Go/No Go discussions and other meetings as required, and prepare and distribute meeting notes and other required follow-up.
• Use Adobe InDesign for page layout using existing styles and graphics available in Adobe Library, while innovating new ways via text and graphics to convey the company’s story in each proposal.

• Bachelor’s degree in Business Administration, Marketing, Communications, Journalism, English, or a related field.
• 5+ years of experience in a marketing/proposal coordinator role within the A/E/C industry.
• Excellent verbal and written communication skills, including the ability to listen actively, write clearly, and proofread accurately.
• High Proficiency in Adobe InDesign and Acrobat.
• Strong working knowledge of Microsoft Word, PowerPoint, and Excel.
• Familiarity with CRM database software and use of AI tools for proposal and marketing support.
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Ability to work independently while exercising sound judgment, initiative, and professionalism.
• Strong collaboration skills with the ability to work effectively with team members and professionals at all levels.
• Demonstrated ability to prioritize tasks and consistently meet deadlines.
• Strong attention to detail and commitment to accuracy.
• Ability to manage challenging or high-pressure situations with professionalism.
• Adaptability and flexibility to respond to changing priorities, delays, or unexpected events.
• Graphic design experience focused on layout, visual hierarchy, and narrative flow for multi-page documents. Work examples may be requested.