AEC Proposal Coordinator - Heavy Civil Construction

Railroad Construction Company, Inc.; Paterson (NJ); On-site; USD 65,000 - 90,000; Full time

Job summary

Railroad Construction Company, Inc. is seeking a Proposal Coordinator to help prepare RFQs, RFPs, and bids for public agencies. You will organize content, manage schedules, assemble required documents, and produce polished submission-ready packages.

The role requires 2–5 years in AEC or rail/public proposals, a bachelor’s degree, and strong writing. You will work with project managers, estimators, and engineers to craft clear narratives and ensure compliance.

Qualifications

• 2–5 years of AEC or rail/public agency proposal experience.
• Bachelor’s degree in Communications, Journalism, Marketing, English, Construction Management, or related field - or equivalent relevant experience.
• Strong writing and editing with attention to detail and consistency.
• Ability to multitask, prioritize work, and meet deadlines in a fast-paced, multi-pursuit environment.
• Proficiency in Microsoft Office; familiarity with Teams, SharePoint, and Adobe Acrobat; InDesign preferred.
• Experience coordinating cross-functional teams and working with technical staff.

Responsibilities

• Develop, format, and produce SOQs and proposal packages for public agencies.
• Ensure alignment with pursuit strategies and compliance requirements.
• Review RFQ/RFP documents and develop tools like outlines, compliance matrices, checklists, and submission trackers.
• Coordinate day-to-day pursuit schedules and track internal deadlines.
• Draft, proofread, and edit non-technical content and translate technical input into cohesive narratives.
• Prepare and assemble all proposal elements, ensuring accuracy and compliance with formatting instructions.
• Maintain RCC’s proposal content library and update templates, resumes, and descriptions.
• Coordinate with joint venture partners, design partners, and internal departments for information and materials.
• Support creation and proofreading of presentations, award submissions, and communications.
• Keep pursuit records and logs including submission status and wins/losses.
• Identify opportunities to standardize tools, templates, and workflows to improve efficiency.

Skills

Writing & editing

Communication

Attention to detail

Multitasking

Time management

Education

Bachelor's degree or equivalent experience

Tools

MS Office (Word, Excel, PowerPoint)

Teams & SharePoint

Adobe Acrobat

InDesign

Job description

Build your proposal career on some of the Northeast's most significant infrastructure pursuits.

Railroad Construction Company is a 100-year-old, employee-owned heavy civil contractor delivering major rail, bridge, transit, and infrastructure projects throughout the Northeast. We are looking for a proposal professional with experience in the AEC environment who wants greater exposure to complex pursuits, technical teams, and business leadership.

This opportunity is ideal for a detail-oriented, highly organized professional who is comfortable coordinating multiple contributors, working with technical staff, and developing compliant, compelling proposal submissions.

The Proposal Coordinator plays a critical role in helping RCC respond to RFQs, RFPs, and competitive bids by organizing content, managing schedules, assembling required documentation, and producing polished, submission-ready packages.

Key Responsibilities:

• Develop, format, and produce Statement of Qualifications (SOQs) and proposal packages for public agencies.
• Ensure alignment with pursuit strategies and compliance requirements.
• Review RFQ/RFP documents and develop supporting tools such as outlines, compliance matrices, checklists, and submission trackers.
• Coordinate day‑to‑day pursuit schedules, track progress toward internal deadlines, and elevate issues regarding time, content, or approvals when necessary.
• Draft, proofread, and edit non‑technical proposal content; help shape technical input from project managers, estimators, and subject‑matter experts into clear and cohesive narrative sections.
• Prepare and assemble all proposal elements, including project sheets, resumes, forms, certifications, safety documentation, organizational charts, and attachments, ensuring accuracy and compliance with agency formatting instructions.
• Maintain RCC’s proposal content library, updating templates, resumes, project descriptions, and narrative sections to reflect completed projects and current capabilities.
• Coordinate with joint venture partners, design partners, and internal departments to gather required information, forms, and supporting materials.
• Support the creation and proofreading of presentations, award submissions, and internal/external communications as needed.
• Keep pursuit records and logs, including submission status, shortlists, and wins/losses.
• Help identify opportunities to standardize and improve proposal tools, templates, and workflows to enhance efficiency and consistency.

Requirements:

• 2–5 years of AEC (architecture/engineering/construction) or rail/infrastructure industry public agency proposal experience required.
• Bachelor’s degree in Communications, Journalism, Marketing, English, Construction Management, or related field — or equivalent relevant experience.
• Strong writing, editing, and communication skills with excellent attention to detail and consistency.
• Ability to multitask, prioritize work effectively, and manage deadlines in a fast‑paced, multi‑pursuit environment.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); familiarity with Teams, SharePoint, and Adobe Acrobat required. Experience with In‑Design preferred.
• Experience coordinating cross‑functional teams and working with technical engineering or construction staff.
• Highly organized, proactive, and capable of working both collaboratively and independently.
• A process‑driven mindset with an interest in improving templates, systems, and efficiency.
• Writing or proposal samples may be requested.