Marketing & Communications - Proposal Coordinator

Progressive Companies; Grand Rapids (MI); On-site; USD 60,000 - 85,000; Full time

Job summary

Progressive Companies is seeking a Proposal Coordinator to drive proposal production from kickoff to submission. You will coordinate outlines, reviews, and Go/No-Go decisions, interfacing with practice leaders and business development to meet deadlines.

You will craft compelling content, manage timelines, and ensure quality across RFPs/RFIs. Strong project management and MS Office proficiency are essential for success in this role.

Qualifications

• BA/BS or equivalent in a related field or an Associate’s Degree plus one year of related experience.
• 3+ years of post-graduate experience in marketing, business development, or sales, including RFIs/RFQs/RFPs.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook).

Responsibilities

• Develop proposal outlines and assign items with due dates for RFI/RFQ/RFP responses.
• Maintain market-specific proposal templates and content components.
• Set up and run Go/No-Go meetings; follow up on action items.
• Use graphics and written content to tell a compelling story; work with Graphic Designer on assets.
• Research project details (square footage, cost, team members, program elements).
• Hold stakeholders to schedule and deadlines for RFI/Q/P; send reminders.
• Assist with interview preparation and presentation development when needed.

Skills

Project management

Problem solving

Proposal production

Communication

Education

Bachelor’s degree in journalism/English/communications/marketing or related field

Tools

Microsoft Office

Deltek Vision

CRM

Sales systems

Job description

Make an Impact

As a Proposal Coordinator, you'll be the driving force behind our firm's next big win, turning deadlines and details into new projects that shape our growth and transform communities. You will manage proposal production from start to finish including the review and approval process, proofreading, quality assurance and distribution. You will prepare detailed proposal outlines required for RFP/RFQ/RFIs, and coordinate Go/No-Go Meetings and interview strategy sessions. You will keep proposal details and deadlines organized, while understanding the overall firm goals to effectively meet proposal objectives, interfacing with a variety of internal stakeholders and taking initiative to carry out the goals of the firm's project growth.

Make an Impact

As a Proposal Coordinator, you'll be the driving force behind our firm's next big win, turning deadlines and details into new projects that shape our growth and transform communities. You will manage proposal production from start to finish including the review and approval process, proofreading, quality assurance and distribution. You will prepare detailed proposal outlines required for RFP/RFQ/RFIs, and coordinate Go/No-Go Meetings and interview strategy sessions. You will keep proposal details and deadlines organized, while understanding the overall firm goals to effectively meet proposal objectives, interfacing with a variety of internal stakeholders and taking initiative to carry out the goals of the firm's project growth.

Deliver Results

• Develop proposal outline to distribute to pursuit team: Identify items required by Request for Information/Qualifications/Proposal (RFI/Q/P) and assign responsible parties and due dates for the completion and/or delivery of those items.
• Maintain proposal template components for each market (such as market-specific value proposition, Performance-based Design, and process), updating as needed on an ongoing basis.
• Work with Practice Leaders and Business Development to set up and run Go/No Go meeting. In the case of a Go, provide follow-up on tasks recommended by the Go/No Go results.
• Utilize relevant graphics, project photography and written content to tell a compelling story, collaborating with Graphic Designer on visual assets when needed.
• Research project details and complete when missing, including square footage, cost, team members involved, and program elements.
• Hold stakeholders accountable to established schedule and deadlines for RFI/Q/P, providing reminders and prompts as needed, ensuring submission is completed on time.
• In case of interview, support presentation development and interview team preparation, including setting up meetings to determine presentation format, content, and production schedule.

Required Qualifications

• BA/BS, preferably in Journalism, English, Communications, Marketing or a related field, or an Associate's Degree plus one year of related experience.
• 3+ years of post-graduate experience in marketing, business development, or sales, including experience responding to RFIs, RFQs, and RFPs. Previous proposal experience required.
• Proficiency in Microsoft Office suite (Word, Excel, and Outlook).

Preferred Qualifications

• Experience in architecture, engineering, and construction industry.
• Design experience with Adobe Creative Suite (Photoshop, Illustrator, and InDesign).
• Experience in copywriting.
• Experience using Deltek Vision, CRM and sales systems.
• Excellent project management, problem solving, and proposal production experience.

People Matter

Each individual's background, knowledge, ability, and experience contributes to strengthening our organization and projects. Our dedication to diversity includes company provided training and education, equitable recruitment, a grassroots employee DEI committee, and robust community partnerships.

Progressive Companies is comprised of people with a variety of abilities, races, colors, religions, genders, sexual orientations, national origins, ages, veteran statuses, and more. As an equal opportunity employer, we believe diversity, equity, and inclusion are essential elements of innovative design. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Transforming Spaces. Empowering People.

The talented professionals of Progressive Companies are designers of a bold new future, creating high-performance structures and pathways, delivering on today's needs and preparing for what's to come. We live by the idea that design isn't simply about beauty, it's about improving strategic outcomes—what we call Performance Based Design. Our work spans across the nation, allowing team members to work on a variety of exciting projects and maximize impact as trusted partners to our clients and communities.

Sustainable and Inclusive

We are dedicated to human-centered, sustainable, and inclusive design practices. We believe diversity, equity, and inclusion are essential to building trust, respect, and truly innovative design making spaces welcoming and accessible to all. Our sustainability approach embraces the AIA 2030 Commitment, together with a range of high performance, restorative, and regenerative strategies with a focus on climate responsive results to maximize positive impact in our industry.

Employee Owned

We act like owners—because we are. From modest beginnings of four original engineering partners in 1962, to 350+ architects, engineers, designers, and consultants across multiple regional offices today, the energy, resourcefulness, and entrepreneurial mindset you expect from a CEO come standard with every team member.

Culture of Excellence

The firm is continually ranked as one of the Best and Brightest Companies to Work For in the Nation®, with comprehensive benefits including an award-winning wellness program, hybrid work schedule, summer hours, profit-sharing, and employee stock ownership plan (ESOP). We take our work seriously, but have fun along the way, which fuels the creative spirit and supports a focus on work and life integration.

Progressive Companies is committed to development and growth of team members through continuing education, mentorship, growth opportunities, and more. We are dedicated to giving back to our communities, with paid service-learning hours available to every employee and corporate sponsorship for a wide range of community organizations and activities.