Proposal Coordinator

1 month ago

Los Angeles, United States Arellano Associates Full time
Job DescriptionJob DescriptionDescriptionArellano Associates (AA) is a specialized public outreach and communications consulting firm focusing on public infrastructure, transportation, and community planning programs throughout Southern California and beyond. 

The Proposal Coordinator is responsible for independently producing content for qualifications, proposals, award submittals, and various other proposal and marketing related collateral. We are looking for a motivated, detail-oriented individual to work alongside our Project Managers and Business Development staff in developing and coordinating proposal efforts for infrastructure projects.
Key ResponsibilitiesThe Proposal Coordinator position requires the full range of skills, including but not limited to: 
  • Proposal Development: Lead the creation of strategic, persuasive, and high-quality proposals and presentations to ensure timely and compliant responses to multiple concurrent pursuits. Responsibilities include copywriting, page layout, document formatting, proofreading, and coordination of graphics.
  • Strategy Facilitation: Facilitate discussions and collaborate with teams to develop thematic strategies for proposals, enhancing the overall messaging and impact.
  • Marketing Material Development: Regularly develop and update marketing materials, including project summaries and staff resumes, to ensure current and compelling content.
  • Market and Client Research: Coordinate and support basic market and client research efforts to inform business development strategies.
  • Quality Assurance and Peer Review: Conduct peer reviews and quality assurance/control on marketing materials to maintain high standards of accuracy and effectiveness.
  • Information Coordination: Prepare and coordinate Requests for Information with multiple partnering teams and manage communications with department managers regarding scope and fees.
  • Data Management: Maintain and manage marketing files and data across various platforms, including Microsoft Office (SharePoint and OneDrive), Monday.com, Adobe Creative Suite, and InDesign, ensuring accurate and accessible project, contact, and prospect information.
  • Campaign Design and Execution: Design and execute various marketing and communications materials and campaigns in support of the firm’s strategic business plan.
  • Awards and Recognition: Coordinate and produce submission packages for awards and recognition, highlighting the firm’s achievements and excellence.
  • Project Assistance: Assist with additional projects and assignments as needed, providing support across various business functions.
  • Mentorship and Training: Mentor and provide training to junior staff and peers to enhance their skills in proposal coordination and development. 
  • Team Collaboration: Actively communicate and collaborate with the internal Marketing and Business Development Team to align efforts and optimize outcomes. 
  • Flexible Working: Adapt to flexible working hours to meet project requirements and deadlines, ensuring timely completion of tasks. 

Skills, Knowledge and Expertise
  • Communication Skills: Excellent written and verbal communication capabilities.
    Attention to Detail: Detail-oriented with the ability to multitask effectively in a dynamic environment.
    Public Interaction: Comfortable interacting with the public, both virtually and in-person. Able to attend public meetings and in-person events during workday, evening, and weekend hours.
    Software Proficiency: Proficient in using Microsoft Office, OneDrive/SharePoint, Google Maps, Google Drive, Constant Contact, and social media platforms including Facebook, Twitter, Instagram, and LinkedIn.
    Digital Engagement Tools: Proficient with a range of digital engagement tools such as electronic mapping, online survey tools, and public engagement software including Adobe Creative Suite, ArcGIS, SurveyMonkey, MetroQuest, Poll Everywhere, TypeForm, WordPress, and Geosocial interactive mapping.
    Adobe Knowledge: Basic knowledge of Adobe Creative Suite programs, including InDesign, Illustrator, Photoshop, and/or PremierePro.

Minimum Requirements
  • Industry Experience and Education: At least 3 years of marketing and/or proposal experience in the Architecture, Engineering, and Construction (A/E/C) industry. A 4-year business or technical degree, or an equivalent combination of education and experience in a similar high-volume, fast-paced environment.
  • Technical Skills: Basic knowledge of Adobe Creative Suite programs including Acrobat, Illustrator, InDesign, and Photoshop. Understanding of the A/E/C industry's standards and practices.
  • Writing Proficiency: Minimum of 3 years of strong writing skills, with a solid understanding of style elements and English grammar.

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