Proposal Coordinator II

What We Are Seeking

We are seeking a Marketing Proposal Coordinator who is organized, curious, and motivated to contribute to the firm’s pursuit efforts. This role is a good fit for an early‑career marketing professional with at least 2 to 3 years of experience who enjoys collaborating with others, takes pride in thoughtful communication, and wants to grow within a team focused on meaningful work.

This position plays an important role in helping the firm pursue projects that serve our communities. Marketing is often the first chapter in establishing partnerships and introducing our values, ideas, and experience.
Based in Portland
, the Coordinator supports marketing efforts across both our Portland and Seattle studios and collaborates regularly with firm leadership and project teams across offices to drive that shared effort.

• A developing writer; motivated to strengthen storytelling skills and translate technical ideas into clear, compelling language
• Detail‑oriented and precise; you notice the small details and take pride in delivering polished, accurate work
• Proactive and accountable; you anticipate deadlines, manage your time independently, and follow through on commitments
• Energized by shared goals; you enjoy collaborating with a focused, high‑performing team committed to winning meaningful work in our communities

Our marketing team is highly collaborative and genuinely enjoys working together — and we are also organized, thoughtful, and committed to producing work that positions the firm to succeed.

The Marketing Proposal Coordinator supports the marketing team and project leadership in preparing pursuit materials and maintaining marketing systems. This role directly contributes to the firm’s ability to win work by ensuring that proposal materials are complete, accurate, and aligned with client priorities.

• Developing and preparing proposal sections, qualifications packages, and interview materials
• Supporting development of written content, editing, and proofreading to ensure clarity and consistency
• Formatting proposals and marketing materials in Adobe InDesign following established templates and brand standards
• Coordinating assigned deadlines, assembling required components, and tracking submission requirements
• Managing personal workload to ensure assigned materials are completed accurately and on schedule
• Gathering and organizing project descriptions, staff resumes, photography, and reference information
• Updating marketing databases and maintaining organized content libraries
• Supporting client and market research efforts as assigned
• Participating in marketing team meetings and continuing to build knowledge of firm pursuit processes

This role works closely with senior marketing staff and firm leadership, receiving guidance while building confidence and skill in proposal coordination.

This role is based in our Portland office and follows a hybrid schedule, with a minimum of 3 days per week in the office. Additional in-office time may be required during active proposal deadlines. Mahlum supports flexible and remote work opportunities when project schedules allow.

• A minimum of 2–3 years of professional marketing, communications, or proposal coordination experience
• Proficiency in Adobe InDesign; familiarity with other Adobe Creative Suite programs is a plus
• Working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication skills
• Demonstrated ability to manage multiple assignments and meet deadlines
• Careful attention to detail and proofreading ability

• Experience in architecture, engineering, construction, or professional services industries
• Familiarity with Illustrator, Photoshop, or Word Press
• Experience supporting proposal or interview preparation

Please prepare to answer these questions:

• “Describe a complex proposal/project you coordinated under a tight deadline. What was your process from kickoff to submission/completion, and how did you ensure quality, accuracy, and on‑time delivery?”
• “How do you approach turning…