Proposal Coordinator

Job Description

Job Title:
Proposal Coordinator

About This Role:
DJ&A is a growing AEC firm with a deliberate focus on culture, quality, and long-term client relationships. This position is part of DJ&A's Business Development (BD) Group and reports to the Proposal Manager.

The Proposal Coordinator plays a central role in how DJ&A pursues and wins work, supporting proposal development and interview preparation across concurrent pursuits. This role works closely with Client Engagement Teams, technical staff, and BD colleagues to produce competitive, client-focused work.

The ideal candidate is highly organized, an excellent communicator, and a strong writer who thrives in a fast-paced environment. This person takes initiative, builds strong relationships across the firm, and contributes to the quality and strategy of each pursuit.

Primary Duties and Responsibilities:

Proposal Coordination & Lifecycle Management

• Coordinate the development, production, and on-time submission of proposals, including schedules, content development assignments, and internal review cycles.
• Participate in and manage kickoff meetings; help define the work plan, assign tasks, and track progress across concurrent pursuits.
• Support and coordinate internal quality control reviews to ensure compliance, consistency, and a high standard of presentation.
• Monitor industry websites and publications, distribute opportunities for go/no-go review, and track proposal outcomes.

Content Development

• Write, edit, and format proposal content and resumes to ensure consistency, clarity, and alignment with client-focused messages.
• Work proactively with technical staff and Client Engagement Teams to understand client needs and key differentiators.
• Contribute to content needs: draft cover letters and other proposal narratives, tailor resumes, and help develop win themes.

Interview Preparation

• Support interview preparation for pursuits, including helping develop presentation content, coordinating logistics, and ensuring the team is prepared and aligned on key messages.
• Assist with rehearsals and provide support to ensure win themes are carried out consistently through the presentation.

Content Library & Tools

• Maintain and improve DJ&A's proposal content library, including project summaries, staff resumes, firm qualifications, and pursuit templates.
• Follow and help improve established proposal tools, templates, and workflows; identify opportunities to increase quality and consistency, including through AI tools and technologies.
• Follow established BD processes and workflows.

Pipeline & Market Intelligence

• Conduct background research on clients, opportunities, and competitors to help guide strategic positioning and pursuit decisions.
• Participate in regular pipeline meetings with Client Engagement Teams to stay informed on upcoming opportunities and client priorities; help maintain accurate pursuit information in the CRM.
• Support the timely entry and upkeep of pursuit data in the CRM, including project summaries, opportunity status, and go/no-go outcomes.

Proposal Closeout & Learning

• Complete the proposal closeout process for each pursuit, including archiving final files and communicating results to contributors.
• Participate in debriefs; capture and share lessons learned to support continuous improvement.

General

Qualifications:

Required

• 3+ years of experience writing and developing persuasive business proposals or funding proposals, preferably in the AEC industry.
• Excellent writing, editing, and proofreading skills.
• Strong organizational and time management abilities; able to manage multiple deadlines simultaneously.
• Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment.
• High attention to detail and personal commitment to quality.
• Proactive work style with the ability to build effective relationships across technical and BD teams.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat.
• Home location near one of DJ&A's offices; regular in-office presence required.
• Strong alignment with DJ&A Core Values.

Preferred

• B.A. or B.S. in Communications, Business, Marketing, Journalism, or a related liberal arts field, or equivalent work experience.
• Experience as a coordinator or similar role for an AEC consulti