AEC Proposal Coordinator

Bodwe Professional Services, LLC

Kalamazoo (MI)

Hybrid

USD 70,000 - 80,000

Full time

3 days ago

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Job summary

Bodwé is seeking an AEC Proposal Coordinator to lead end-to-end development of compliant proposals for federal and non-federal clients. You will manage solicitation responses, schedules, team assignments, and compliance while aligning with win themes and Bodwé’s branding.

You will write non-technical sections, customize resumes, oversee graphics, perform quality reviews, and coordinate with partners and clients.

Qualifications

Bachelor’s degree in business, English, journalism, communications or related field.
Three years of federal proposal experience.
Three years of proposal coordination experience in the AEC industry.
Proficiency in Adobe InDesign, OpenAsset and CRM systems.
Proficiency in Word, Excel, Outlook, SharePoint and MS Teams.
Excellent written and verbal communication, superb organizational abilities and attention to detail.
Ability to work under multiple deadlines and compressed schedules.
Ability to interact with Technical SMEs and oversee content guidance.

Responsibilities

Manage the full proposal lifecycle from kickoff to submittal.
Track deadlines, requirements, and deliverables to ensure compliance.
Develop the proposal schedule and assignments.
Draft nontechnical sections such as cover letters and firm overviews.
Edit and improve technical content for clarity and persuasiveness.
Develop graphics and ensure branding and formatting consistency.
Lead color reviews, quality checks, and final production.
Coordinate with partners, subs, and clients on inputs and deadlines.

Skills

Proposal coordination

Written communication

Verbal communication

Multitasking

Team collaboration

Education

Bachelor’s degree or higher in business, English, journalism, communications, or a related field

Tools

Adobe InDesign

OpenAsset

CRM systems

Microsoft Word

Microsoft Excel

Microsoft Outlook

SharePoint

MS Teams

Job description

Bodwé is the Professional Services Group of Mno-Bmadsen, the investment enterprise and a wholly owned instrumentality of the Pokagon Band of Potawatomi. We are architects, planners, consultants, designers, engineers, scientists, and federal contractors, committed to growing the economy and legacy of the Pokagon Band and supporting its more than 6,000 citizens. We provide value by integrating expertise across the natural and built environment lifecycle—from pre-development and planning to design, procurement, construction, and operations. By integrating expertise across architecture, engineering, construction, and facility management, we deliver holistic, end-to-end solutions that drive efficiency and deliver distinctive outcomes.

Position Summary

The AEC Proposal Coordinator will lead the end‑to‑end development of high‑quality compliant proposals to federal and non-federal clients. Primary responsibilities will include managing proposal solicitation response schedules, pursuit team assignments, and compliance while supporting win themes and strategic messaging in collaboration with capture and technical leaders. The AEC Proposal Coordinator will coordinate content development, write and edit non-technical proposal sections, customize resumes and project sheets, and oversee graphics and layout to meet Bodwé’s brand and client’s standards. The AEC Proposal Coordinator will lead color reviews, perform final quality and compliance checks, and manage printing and electronic submissions. AEC Proposal Coordinator will also facilitate clear communication across internal teams and partners and support early capture planning and interview preparation.

Accommodation Requests

We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. If reasonable accommodation is needed to participate in the job application or interview process, contact our HR Director (April Hawkins) at 269-927-0144 or careers@bodwegroup.com

Essential Duties and Responsibilities

Thefollowinginexhaustive list ofdutiesrepresentsa sampleofworkroutinelyperformedbythis role:

Proposal Development

Manage the full proposal lifecycle from kickoff to submittal.
Track deadlines, requirements, and deliverables to ensure a compliant response.
Develop and manage the proposal schedule and assignments.

Technical Compliance

Closely analyze solicitation documents; identify compliance requirements, evaluation criteria, forms, certifications, and submission standards.
Create compliance matrices to ensure all instructions are met.
Work with technical teams to ensure content aligns with client’s standards.
Closely analyze solicitation documents; identify compliance requirements, evaluation criteria, forms, certifications, and submission standards.
Create compliance matrices to ensure all instructions are met.
Work with technical teams to ensure content aligns with client’s standards.

Support Content Strategy and Win Themes

Conducting both external and internal client research, including reviewing the client’s background as well as our firm’s past work and project history with the client.
Collaborate with Capture Director, Market Leaders, and leadership to identify and implement win strategy, differentiators, and value propositions.
Shape the narrative to align with client needs, pain points, and evaluation scoring.
Promote consistency and strategic messaging across all sections and team members.

Write, Edit, and Refine Proposal Content

Work with technical staff to gather technical content.
Facilitate kickoff meetings, color reviews, quality checks, and compliance checks.
Manage and customize resumes, project descriptions, and org charts.
Draft nontechnical sections such as cover letters, firm overview, project sheets, etc.
Edit and improve technical content for clarity, persuasiveness, and readability.
Ensure tone, structure, and style align with the Bodwé’s brand and client expectations.

Develop Graphics and Layout

Work with graphics or independently to produce graphics, infographics, org charts, and tables that clearly communicate key messages.
Follow branding guidelines and ensure consistent formatting.
Prepare final production files, ensuring print and digital versions meet client’s and Bodwé’s specifications.

Quality Assurance and Final Production

Lead color reviews and incorporate feedback.
Conduct final compliance checks and ensure all forms, certifications, and attachments are complete.
Manage printing, packaging, and electronic upload submissions.

Partner, Sub, and Client Communication

Coordinate with partners, and subs in obtaining non-fee and non-technical collateral necessary for submission.
Ensure all stakeholders understand deadlines, required inputs, and responsibilities.
Monitor communications from the client for addenda or updates.

Support Business Development

Assist in capture planning and research prior to the RFP release.
Prepare materials for interviews, shortlist presentations, and debriefs.

Education, Experience, and Technical Skills

Required Education, Experience, and Technical Skills

Bachelor’s degree or higher in business, English, journalism, communications, or a related field.
Three (3) years of federal proposal experience
Three (3) years of proposal coordination experience in AEC industry
Proficiency in Adobe Creative Suite (specifically, InDesign), Open Asset and CRM systems
Proficiency in Microsoft Office suite, including Word, Excel, Outlook, SharePoint and MS Teams
Excellent written and verbal communication skills, superb organizational abilities along with strong attention to detail
Abilit y to work under multiple strict deadlines and compressed schedules
Manage multiple priorities and deadlines while meeting quality standards and on-time delivery
Demonstrated ability to interact in a cooperative and effective manner
Self-motivated with the agility to multi-task
Ability to work independently, take initiative, set priorities, and see projects through to completion
Customer service oriented
Ability to work with technical Subject Matter Experts, understand and interpret solicitations/RFPs and provide guidance and suggestions
Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel
Must have or be able to obtain and maintain a valid driver's license

Preferred Education, Experience, and Technical Skills

Technical writing and editing experience
Familiarity with Sam.gov or GovWin

This position operates in a professional office setting. The role routinely uses standard office equipment such as computers, phones, printers, and photocopiers. The work environment is generally quiet and free from exposure to loud noise, hazardous materials, or heavy machinery. Employees are typically seated for extended periods and may occasionally move about the office to attend meetings or access equipment and supplies.

Physical Demands

Sitting/Standing: This role is generally sedentary, performing sitting work utilizing technological office equipment, including a laptop, mouse, keyboard, computer monitors, telephones, scanners, and copiers.

Walking: This role requires the ability to move about inside the office to access the required technological equipment.

Stooping/Kneeling/Crouching/Crawling: This role may require stooping to reload printer trays with print paper, moving equipment, and managing cords.

Using Hands/Fingers: This role constantly operates technological office equipment such as laptops, mice, keyboards, computer monitors, telephones, scanners, and copiers.

Talking/Hearing: This role requires constant communication with others in the organization to exchange information, review information, and make decisions about information.

Seeing: This role requires seeing, viewing, and distinguishing all aspects of internal and external communications.

Carrying/Lifting: This role requires lifting up to 20lbs to transport technological office equipment to and from various workspaces.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Bodwé Group Companies engage in federal contracting. Therefore, we would be thrilled to accept applications or referrals to hire veterans.

Native American Hiring Preference

Our parent company, Mno-Bmadsen, prefers to hire Pokagon citizens who are qualified and suitable for available positions. For purposes of this section, “qualified” means that the applicant meets the technical and experiential needs for employment; and “suitable” means that the candidate appears to be the best fit considering present circumstances and conditions. Targeted preference is in the following order:

First, to qualified Pokagon Band citizens; and
Second, to qualified spouses and qualified custodial parents; and
Third, to other qualified Native Americans; and
Fourth, to all other qualified applicants

Any determinations as to the applicability of the Pokagon hiring preference are at the discretion of each Company President.

Home Office Connectivity Requirements for Hybrid & Remote Positions

To ensure reliable collaboration, client service, and secure access to company systems, the Company requires minimum connectivity standards to be eligible or remain eligible to work in a hybrid or remote capacity. Employees working remotely must maintain broadband internet service capable of consistently supporting video conferencing, VPN connectivity, and cloud-based applications. Hybrid or remote work eligibility may be reassessed if connectivity standards are not met. This includes:

Wired broadband service (cable, fiber, or DSL) with at least minimum 100 Mbps download / 20 Mbps upload

Cellular hotspot or fixed wireless cellular services (e.g., T-Mobile Home Internet) may not be used as a primary connection. The Company will comply with all local, state, and federal requirements as it relates to the reimbursement of home internet expenses. Eligibility for reimbursement of home internet expenses is defined in a separate policy.

Branch

Buildings Services

Entity

TBD Upon Hire

FLSA Status

Exempt

Compensation

$70,000-$80,000 (compensation is dependent upon qualifications of selected candidate)

Work Arrangement

Remote or Hybrid (Location Dependent)

Reports To

AEC Proposal Director