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 consulting firm, or in funding/grant proposal development.
- Familiarity with CRM systems and proposal content management workflows.
- Proficiency with Adobe Creative Cloud programs.
- Strong experience and/or interest in using AI technologies.
Technical Capabilities:
Proficiency in Microsoft Office Suite, particularly Word and PowerPoint, for proposal production and formatting. Working knowledge of design platforms such as Adobe Creative Cloud or Canva is a plus.
Ability to work across systems, people, and functional areas to drive quality and consistency without over-engineering processes.
Key Competencies:
- Able to manage multiple concurrent deadlines without losing quality or attention to detail.
- A strong writer and editor who communicates clearly and adapts content to the audience and purpose.
- Skilled at building effective working relationships with technical staff, client engagement teams, and BD colleagues.
- Takes initiative and anticipates needs; proactively identifies what a pursuit requires without waiting to be asked.
- Comfortable working both independently and collaboratively, and equally effective in both modes.
- Detail-oriented with high personal standards for quality and consistency.
- Adaptable and calm under pressure; handles shifting priorities and tight deadlines with a positive, solution-oriented approach.
- Curious and collaborative, with a genuine interest in understanding client needs and helping technical teams communicate their strengths.
- Thrives in a dynamic environment where priorities evolve, and no two pursuits are exactly alike.
Salary and Benefits:
- Full-time, 40 hours per week; 9/80 work schedule available; occasional overtime to meet deadlines.
- Base pay of $24–$40 per hour, depending on experience and location.
- Medical premiums 100% covered for our HDHP
- Dental
- Vision
- Performance Bonus
- Paid Time Off
- Eleven paid holidays
How to Apply:
Please submit both your cover letter and resume with your application. If you are unable to upload your cover letter through ADP, you may email it directly to [email protected] with the subject line: Business Development Coordinator. Applications without a cover letter will not be reviewed.
