AEC Proposal Coordinator

Summary

Bodwé Professional Services Group provides integrated architecture, engineering, construction, and facility management services. The AEC Proposal Coordinator leads the full development and submission of compliant proposals for federal and non-federal clients, coordinating schedules, assignments, content, compliance, graphics, quality reviews, and final production. The role also supports capture planning, client and partner communication, and interview preparation.

Responsibilities

• Manage the full proposal lifecycle from kickoff to submittal
• Track deadlines, requirements, and deliverables to ensure a compliant response
• Develop and manage the proposal schedule and assignments
• Closely analyze solicitation documents; identify compliance requirements, evaluation criteria, forms, certifications, and submission standards
• Create compliance matrices to ensure all instructions are met
• Work with technical teams to ensure content aligns with client’s standards
• Closely analyze solicitation documents; identify compliance requirements, evaluation criteria, forms, certifications, and submission standards
• Create compliance matrices to ensure all instructions are met
• Work with technical teams to ensure content aligns with client’s standards
• Conducting both external and internal client research, including reviewing the client’s background as well as our firm’s past work and project history with the client
• Collaborate with Capture Director, Market Leaders, and leadership to identify and implement win strategy, differentiators, and value propositions
• Shape the narrative to align with client needs, pain points, and evaluation scoring
• Promote consistency and strategic messaging across all sections and team members
• Work with technical staff to gather technical content
• Facilitate kickoff meetings, color reviews, quality checks, and compliance checks
• Manage and customize resumes, project descriptions, and org charts
• Draft nontechnical sections such as cover letters, firm overview, project sheets, etc
• Edit and improve technical content for clarity, persuasiveness, and readability
• Ensure tone, structure, and style align with the Bodwé’s brand and client expectations
• Work with graphics or independently to produce graphics, infographics, org charts, and tables that clearly communicate key messages
• Follow branding guidelines and ensure consistent formatting
• Prepare final production files, ensuring print and digital versions meet client’s and Bodwé’s specifications
• Lead color reviews and incorporate feedback
• Conduct final compliance checks and ensure all forms, certifications, and attachments are complete
• Manage printing, packaging, and electronic upload submissions
• Coordinate with partners, and subs in obtaining non-fee and non-technical collateral necessary for submission
• Ensure all stakeholders understand deadlines, required inputs, and responsibilities
• Monitor communications from the client for addenda or updates
• Assist in capture planning and research prior to the RFP release
• Prepare materials for interviews, shortlist presentations, and debriefs

Skills

• Bachelor's degree or higher in business, English, journalism, communications, or a related field
• Three (3) years of federal proposal experience
• Three (3) years of proposal coordination experience in AEC industry
• Proficiency in Adobe Creative Suite (specifically, InDesign), Open Asset and CRM systems
• Proficiency in Microsoft Office suite, including Word, Excel, Outlook, SharePoint and MS Teams
• Excellent written and verbal communication skills, superb organizational abilities along with strong attention to detail
• Ability to work under multiple strict deadlines and compressed schedules
• Manage multiple priorities and deadlines while meeting quality standards and on-time delivery
• Demonstrated ability to interact in a cooperative and effective manner
• Self-motivated with the agility to multi-task
• Ability to work independently, take initiative, set priorities, and see projects through to completion
• Customer service oriented
• Ability to work with technical Subject Matter Experts, understand and interpret solicitations/RFPs and provide guidance and suggestions
• Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel
• Must have or be able to obtain and maintain a valid driver's license
• Wired broadband service (cable, fiber, or DSL) with at least minimum 100 Mbps download / 20 Mbps upload
• Cellular hotspot or fixed wireless cellular services (e.g., T-Mobile Home Internet) may not be used as a primary connection
• This role is generally sedentary, performing sitting work utilizing technological office equipment, including a laptop, mouse, keyboard, computer monitors, telephones, scanners, and copiers
• This role requires the ability to move about inside the office to access the required technological equipment
• This role may require stooping to reload printer trays with print paper, moving equipment, and managing cords
• This role constantly operates technological office equipment such as laptops, mice, keyboards, computer monitors, telephones, scanners, and copiers
• This role requires constant communication with others in the organization to exchange information, review information, and make decisions about information
• This role requires seeing, viewing, and distinguishing all aspects of internal and external communications
• This role requires lifting up to 20lbs to transport technological office equipment to and from various workspaces
• Remote or Hybrid (Location Dependent)
• Overnight Travel: Up to 5%
• Technical writing and editing experience
• Familiarity with Sam.gov or GovWin
• First, to qualified Pokagon Band citizens
• Second, to qualified spouses and qualified custodial parents
• Third, to other qualified Native Americans

Qualifications

Must Haves

• Bachelor's degree or higher in business, English, journalism, communications, or a related field
• Three (3) years of federal proposal experience
• Three (3) years of proposal coordination experience in AEC industry
• Proficiency in Adobe Creative Suite (specifically, InDesign), Open Asset and CRM systems
• Proficiency in Microsoft Office suite, including Word, Excel, Outlook, SharePoint and MS Teams
• Excellent written and verbal communication skills, superb organizational abilities along with strong attention to detail
• Ability to work under multiple strict deadlines and compressed schedules
• Manage multiple priorities and deadlines while meeting quality standards and on-time delivery
• Demonstrated ability to interact in a cooperative and effective manner
• Self-motivated with the agility to multi-task
• Ability to work independently, take initiative, set priorities, and see projects through to completion
• Customer service oriented
• Ability to work with technical Subject Matter Experts, understand and interpret solicitations/RFPs and provide guidance and suggestions
• Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel
• Must have or be able to obtain and maintain a valid driver's license
• Wired broadband service (cable, fiber, or DSL) with at least minimum 100 Mbps download / 20 Mbps upload
• Cellular hotspot or fixed wireless cellular services (e.g., T-Mobile Home Internet) may not be used as a primary connection
• This role is generally sedentary, performing sitting work utilizing technological office equipment, including a laptop, mouse, keyboard, computer monitors, telephones, scanners, and copiers
• This role requires the ability to move about inside the office to access the required technological equipment
• This role may require stooping to reload printer trays with print paper, moving equipment, and managing cords
• This role constantly operates technological office equipment such as laptops, mice, keyboards, computer monitors, telephones, scanners, and copiers
• This role requires constant communication with others in the organization to exchange information, review information, and make decisions about information
• This role requires seeing, viewing, and distinguishing all aspects of internal and external communications
• This role requires lifting up to 20lbs to transport technological office equipment to and from various workspaces
• Remote or Hybrid (Location Dependent)
• Overnight Travel: Up to 5%

Nice to Haves

• Technical writing and editing experience
• Familiarity with Sam.gov or GovWin
• First, to qualified Pokagon Band citizens
• Second, to qualified spouses and qualified custodial parents
• Third, to other qualified Native Americans

Benefits

• Remote or Hybrid (Location Dependent)
• Employees working remotely are eligible for reimbursement of home internet expenses, as defined in a separate policy.