Coordinator, Marketing and Proposals

careers-aeieng; Madison (WI); On-site; USD 42,000 - 65,000; Full time

Job summary

Affiliated Engineers, Inc. (AEI) seeks a Coordinator, Marketing and Proposals in its Madison, WI office to support the creation and management of client-focused marketing deliverables.

You will assist in drafting proposals, qualifications, resumes, and narratives while coordinating with marketing and business development teams. The role emphasizes organized content management, accurate information distribution, and timely deliverables, with focus on leveraging marketing systems.

Qualifications

• Attention to Detail with accuracy in deliverables.
• Team collaboration across marketing and proposals.
• Clear written communication and evolving verbal skills.
• Ability to prioritize tasks and manage time effectively.
• Familiarity with basic QA processes in marketing deliverables.

Responsibilities

• Assist in proposal development by organizing, editing, and refining content.
• Execute assigned tasks using CRM, DAM, and desktop publishing tools.
• Maintain and organize proposal databases and content libraries.
• Collaborate with Marketing and Business Development on projects and deliverables.
• Leverage systems to streamline content creation and project tracking.

Skills

Attention to Detail

Team Collaboration

Communication Skills

Time Management

Quality Assurance

Education

Bachelor’s degree in Marketing/Communications

Tools

Microsoft Office Suite

Marketing tools

Job description

Overview

Join a Team Where Engineering Excellence Drives Opportunity

At Affiliated Engineers, Inc. (AEI), we bring together expertise and innovation to solve the most complex challenges. Since 1978, we’ve supported mission-driven organizations in designing systems and environments that advance society and improve lives. Today, with more than 1000 professionals across 23 offices, we help shape the future of healthcare, science and technology, energy, education, and other vital sectors.

From elevating patient care in Mayo Clinic’s world-class hospitals to enabling discovery in high-containment laboratories for U.S. agencies and driving environmental progress with Microsoft’s renowned Thermal Energy Center, our work enriches the human experience, safeguards the environment, and pushes the boundaries of possibility.

AEI is consistently recognized by leading national industry publications, including Building Design+Construction, Engineering News-Record, and Consulting-Specifying Engineers. Recent honors include being named the #2 Laboratories Engineering Firm in the nation by Design+Construction and receiving multiple Best of the Best Project awards, reflecting the enduring impact and legacy of our work.

At AEI, you’ll join a collaborative community where your expertise fuels innovation, your ideas drive progress, and your work helps shape a brighter future.

As a Coordinator, Marketing and Proposals, in our Madison office, you will help us empower our clients to achieve energy-efficient building solutions, save global environments, and create a better, greener future for all.

Why we need you:

The Coordinator, Marketing and Proposals, supports the Manager, Marketing and Proposals, with organizing, editing, writing, and producing client-targeted marketing deliverables such as qualifications, proposals, and presentations. This role collaborates with marketing and business development teams, managing day-to-day tasks and executing specific deliverables. It focuses on efficiently utilizing marketing systems and tools to complete assigned tasks. Under supervision, the Coordinator contributes to the broader marketing initiatives by providing essential support across various disciplines, helping to achieve project goals, and fulfilling deliverable requirements.

Primary Accountabilities and Responsibilities:

The following job functions are typical of the position but are not all-encompassing:

• Support in Proposal Development: Assists in creating, organizing, and editing proposal content, including resumes, project narratives, and client-facing materials, ensuring high-quality deliverables that align with client requirements.
• Execution of Assigned Tasks: Efficiently completes assigned tasks, utilizing marketing systems and tools (e.g., CRM, DAM, and desktop publishing) to support the creation and management of marketing deliverables such as proposals, qualifications, and presentations.
• Content Maintenance and Organization: Supports the maintenance and organization of proposal databases, content libraries, and other relevant resources, ensuring that information is accurate and accessible.
• Collaboration on Projects and Initiatives: Works with marketing and business development teams on various projects, executing specific deliverables as directed and contributing to broader marketing initiatives under supervision.
• Process and System Utilization: Leverages marketing systems and tools to execute day-to-day tasks, optimizing content creation and project tracking for assigned responsibilities.
• Information Gathering and Distribution: Assists in gathering, organizing, and distributing content and information needed for proposals, ensuring timely and accurate completion of each proposal process phase.
• Administrative Support and Tracking: Helps track proposal deadlines, submissions, and project statuses, contributing to efficient proposal management and workflow organization.
• Team Participation: Engages in team meetings to stay informed on project updates, provides feedback on processes, and shares insights for incremental improvements in tools and workflows.

Minimum Qualifications

• Attention to Detail: Strong focus on accuracy in executing deliverables.
• Team Collaboration: Ability to work effectively within a team environment.
• Communication Skills: Growing proficiency in verbal communication; high proficiency in written communication.
• Project and Time Management: Ability to prioritize tasks and manage time effectively.
• Quality Assurance Awareness: Familiarity with foundational quality assurance processes within marketing deliverables.

Preferred Qualifications

• Experience: 1-5 years of experience in marketing, communications, or a related business area.
• Education: Bachelor’s degree in marketing, Communications, Business, or a related field.
• Technical Skills: Proficiency with Microsoft Office (Word, Excel, PowerPoint) and basic knowledge of marketing tools.
• Adobe InDesign Knowledge: Working knowledge of Adobe InDesign.
• Graphic Design Skills: Basic graphic design capabilities.
• CRM Familiarity: Familiarity with CRM databases (e.g., Deltek, Salesforce, Cosential).
• AEC Industry Knowledge: Knowledge of marketing processes within the AEC industry.

Travel Requirements

This position requires minimal travel.

Physical Requirements

• Willingness to work to meet deadlines as required by client and team demands.
• Working at a computer for several hours at a time.
• Attending meetings with team members and other consultants both on and off-site.
• Ability to lift up to 30 pounds.
• Performing typical office activities.

Contacts

This position has frequent contact with co-workers, immediate supervisor, various department leaders and principals, and limited contact with clients and vendors.

Disclaimer

This position description is not intended to encompass all accountabilities and responsibilities for this position. Additionally, actual implementation may vary based on the needs of the project team. Each person is responsible, to the extent of their abilities, for carrying out any and all work required to deliver a quality product within budget and on schedule.

When you work here, you can expect:

• A flexible, collaborative environment where your well-being matters—because your best work happens when you’re supported.
• Real opportunities to grow—through mentorship, professional development programs, and exposure to high-impact projects across disciplines.
• To collaborate with inspiring teammates who challenge the status quo, foster innovation, and pave the way for future leaders.
• A benefits package that offers health, dental, vision, and retirement, a performance-based year-end bonus, and thoughtful perks tailored to your needs—whether that's a flexible work environment, wellness resources, or community-focused initiatives that reflect our continued investment in our people.

AEI is proud to be an EEO/AA Employer/Vet/Disabled.