Engineering Proposal Specialist

GAI Consultants Inc.

Pittsburgh (Allegheny County)

On-site

USD 42,000 - 65,000

Full time

9 days ago

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Benefits offered by this job

Competitive pay

Health & wellness benefits

Paid time off

Job summary

GAI Consultants Inc. is seeking an Assistant Marketing Specialist 1 to support the Power & Energy sectors by coordinating pursuits and preparing winning proposals, LOIs, qualifications, and presentations.

You will produce marketing collateral with input from business leaders and staff while growing in a collaborative, client-focused environment. This in-office role starts at GAI's Homestead area office with potential for future hybrid scheduling.

Qualifications

2+ years of experience as a proposal specialist/coordinator.
Associate degree required; Bachelor's degree preferred.
Proficient with MS Word, Excel, Outlook and PowerPoint; Adobe Creative Suite experience a plus.

Responsibilities

Coordinate proposal tasks, schedules, review, production, and delivery.
Track milestones and ensure deadlines are met.
Assist in writing and editing marketing and technical content.
Gather costs for proposal submissions using Excel.
Support presentation development and logistics.
Maintain marketing collateral and data in Deltek Vantagepoint.
Prepare resumes, project sheets, and custom marketing materials.

Skills

Proposal coordination

Communication skills

Organization

Attention to detail

Team player

Flexibility

Education

Associate degree

Bachelor's degree preferred

Tools

Deltek Vantagepoint

Microsoft Word

Excel

PowerPoint

Adobe Creative Suite

Job description

GAI seeks a skilled, highly motivated, results-driven Assistant Marketing Specialist 1 to join our dynamic marketing team. This challenging and rewarding position will support the Power & Energy sectors and will be responsible for coordinating the pursuit process and preparation of winning proposals, LOIs, qualifications, and presentations; and producing marketing collateral in collaboration with GAI's business sector leaders and technical, marketing, communications, and administrative professional staff.

The successful candidate will be located near GAI's Homestead office location. This role begins in-office, with the potential for a hybrid schedule in the future.

Our ideal candidate is passionate about the pursuit of success, process improvement, and committed to proposal excellence. If you also have excellent organizational and communication skills, perform well under deadlines, are a detail-oriented team player, and, most importantly, have a positive, client-first attitude, we want to hear from you!

Join GAI and make your mark where exceptional professionals can work, learn, lead, and achieve.

Essential Duties and Responsibilities:

Participate in kick-off meetings, proposal task scheduling, review, production, and delivery activities
Follow through with assigned proposal tasks to meet critical deadlines
Coordinate with internal and external points of contact to gather requested information and materials
Track proposal efforts and ensure scheduled milestones are met
Assist in writing and editing marketing and technical content
Assist in gathering costs for proposal submissions using excel
Proofread to ensure continuity and compliance with legal, technical, and marketing specifications
Support presentation efforts, including presentation development, rehearsal coordination, materials preperation, and logistics
Coordinate conference and event activities, including registrations, materials, logistics, and exhibit support
Maintain and populate detailed data in GAI's Deltek Vantagepoint database
Develop and maintain marketing collateral including resumes, project sheets, and custom marketing materials
Assist in carrying out other programs and projects as identified

Qualifications:

2+ years of related experience as a proposal specialist/coordinator, prior A/E/C industry experience preferred
Associate degree required with a focus on business, marketing, graphic design, journalism, or related area. Bachelor's degree preferred.

Competency:

Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint
Proficiency with Adobe Creative Suite
Deltek Vantagepoint (or similar database programs) experience is a plus
Competent proofreading and editing skills
Ability to use templates
Excellent communication and organizational skills
Able to document and process information quickly and accurately, with strong attention to detail
Flexible and able to balance priorities and manage multiple tasks simultaneously within tight schedules
Able to work both independently and as part of a team
Able to work flexible hours, including nights and weekends, on a limited basis, to meet proposal deadlines
Light, local travel is required (up to 20%).

**Proposal writing and layout samples are strongly encouraged - please include a URL on your resume or include PDF samples with your resume.

General Characteristics

Begins to lead the development and implementation of various basic internal and external marketing, proposal, and business development support activities under the direction and supervision of senior staff.
Shows progress in acquiring basic skills and developing knowledge of the field's concepts and principles.
Follows processes, procedures, and record keeping and Quality Management System (QMS) protocols.
Maintains and protects client and GAI proprietary and confidential information.
Developing critical thinking skills.
Maintains a culture of safety and integrates safe practices into all aspects of daily operations.
Proficiency with Adobe Creative Suite.
Ability to work flexible hours.
Light, local travel. Occasional out-of-state travel.
Assists Task Managers (TMs) or Project Managers (PMs) with entry-level aspects of projects.
Recommends and supports the development of innovative strategies to enhance productivity and efficiency.

Minimum Years of Experience

2+ Years of Experience

Education

Bachelor's Degree or equivalent* in marketing, graphic design, writing, business, or similar field of study preferred

Certification/Licensure

Take initiative in professional growth by participating in trainings, webinars, or certifications that enhance skills and contribute to individual development and team success.
Driver's License

Technical Responsibilities

Begins to lead basic marketing activities across one or more of the following areas:
- Proposals/Qualifications
- Presentations/Meeting Logistics
- Marketing Materials Development & Maintenance: handouts, project profiles, resumes, service summaries, brochures, etc.
- Business Development Activities: Conferences, sponsorships, client events, advertising, initiatives, awards, lead and opportunities tracking, vendor registrations, research, website/social media content, etc.
- Writing: Preparing marketing and technical content/proofreading to ensure continuity and compliance with legal, marketing, and technical specifications.
- Graphic Design: Design of custom graphics to visually convey complex ideas.
- Data Management: Supporting the entry and maintenance of data in GAI's CRM.
- Public Outreach Support
- Special Projects: Assist in carrying out other programs and special projects as identified.

Project and Task Management

Responsible for personal task management and adherence to deadlines and scope.
Works as part of a team and coordinates work with others.
Strengthens internal client relationships and knowledge.

Management Responsibility

Close supervision on all work assignments.
No managerial responsibilities at this level.

Communication Skills

Possesses basic oral and written communication skills. Identifies and acknowledges principles of teamwork and leadership.
Organized, creative, detail oriented, and ability to multi-task and prioritize work.
Interacts primarily with internal project team members.

"Why GAI?"

GAI offers an exceptional place to do meaningful work, grow your career, and make a real impact in communities nationwide. You'll join a collaborative, multidisciplinary firm bringing together engineering, planning, and environmental expertise to deliver projects across transportation, infrastructure, power, and energy markets. Working alongside accomplished colleagues, you'll help move projects from vision through construction, creating solutions that keep people moving, power essential systems, and support responsible development.

At GAI, you'll work in a team-driven environment grounded in integrity, respect, and shared success, with the flexibility, resources, and career support that reflect a real and lasting commitment to our people. That commitment includes comprehensive benefits, wellness programs, and employee discounts. With opportunities across the U.S., GAI offers the collaboration and client focus of regional teams, supported by the stability, resources, and career-development opportunities of an established and growing firm.

Benefits To Working at GAI Include:

Competitive Pay & Recognition