Proposal Coordinator – Fort Worth, TX

Role Overview:

The Proposal Coordinator plays a critical role in ensuring our Business Development, Preconstruction, and Marketing teams operate with precision and professionalism. This role focuses on supporting the proposal lifecycle, CRM workflows, data management, and compliance tracking. You will help organize and execute processes to ensure the accurate and timely submission of project pursuits while maintaining and optimizing internal systems.

This position requires a highly detail-oriented and tech-savvy professional with the ability to manage multiple deadlines, implement efficient processes, and contribute to high-quality proposal and pursuit outcomes across multiple departments.

Key Responsibilities:

Proposal & Pursuit Coordination

• Coordinate, assemble, and produce RFQ/RFP/SOQ responses, ensuring deadlines and requirements are met
• Partner with BD and Preconstruction to manage pursuit calendars, tasks, and content updates
• Track active pursuits, interviews, and deliverables; follow up post-submission for feedback and next steps
• Support interview preparation with presentation materials and logistics

CRM & Data Management

• Maintain accurate and updated CRM data for leads, opportunities, pursuits, and clients
• Coordinate consistent data entry across departments (BD, Precon, MKTG)
• Monitor and manage KPIs related to proposal activity, lead follow-up, and hit rates
• Assist in generating reports from CRM to inform strategy, forecasting, and pipeline management

Technology & Systems Utilization

• Support implementation and upkeep of platforms like Microsoft CRM, Cosential, iSqFt, Bluebeam, SharePoint, and proposal software
• Ensure project documents, plans, and marketing assets are correctly named, stored, and easily accessible
• Develop and follow procedures for digital file management, bid tracking, and database integrity

Administrative & Cross-Team Support

• Assist with scheduling, bid calendars, proposal checklists, and internal review meetings
• Support communications with subcontractors and consultants regarding bid solicitations and RFP requirements
• Assist Preconstruction with receiving, renaming, linking, and verifying bid documents and addenda
• Maintain minority contractor certifications, project folders, and proposal archives
• Support Preconstruction Team with soliciting bids from trade partners and vendors
• Manage and maintain trade partner and vendor databases
• Organize and format project documents to meet proposal and project delivery standards
• Drive compliance with project set-up and close-out standard operating procedures
• Schedule and coordinate project review meetings; track and follow up on action items
• Maintain document filing systems and project information logs for consistency and access

Content Management

• Collaborate with Marketing on developing and maintaining proposal templates, resumes, project sheets, and boilerplate content
• Assist in content updates for general brochures, project descriptions, and internal documents
• Coordinate with Marketing and BD on CRM-driven email campaigns and client engagement tracking

Core Competencies

• Team-Oriented: Works well across departments and builds trust and rapport to ensure collaborative success
• Technologically Adept: Quick to adopt and optimize software tools like CRM, Bluebeam, iSqFt, InDesign, and others
• Organized and Methodical: Maintains structure and precision across file systems, logs, and timelines
• Prepared and Proactive: Anticipates upcoming tasks and develops checklists and workflows to stay ahead
• Handles Multiple Responsibilities: Thrives in a deadline-driven environment while producing high-quality work across concurrent priorities

What You Bring

• College degree preferred (Marketing, Communications, Business, or Construction Management ideal)
• 2+ years of administrative or coordination experience, preferably in AEC industry
• Familiarity with RFQ/RFP processes and pursuit strategy
• Proficiency in CRM, Bluebeam, InDesign, Excel, and database tools
• Strong writing, editing, and formatting skills
• High personal accountability and a “do what it takes” attitude

Apply via the form below.