Marketing Proposal Coordinator

SmartRecruiters, Inc.; Irvine (CA); Hybrid; USD 45,000 - 55,000; Full time

Benefits offered by this job

Health insurance options

401(k) with matching

7 paid holidays & 2 floating holidays

2 weeks vacation & 2 weeks personal/s.

3% 401(k) contribution by employer

Paid Family Leave

Hybrid work after training

Cell phone stipend

Work-from-home stipend

Job summary

KPFF Consulting Engineers is seeking a Marketing Proposal Coordinator in Irvine to support proposals, SOQs, and qualifications packages. You will coordinate deadlines, collaborate with principals, engineers, and internal teams to prepare client-facing materials and ensure timely submissions.

The role emphasizes organization, deadline discipline, and attention to detail in a fast-paced environment, with a hybrid work arrangement after training and a comprehensive benefits package.

Qualifications

• 3+ years of marketing experience (AEC or professional services preferred)
• Associate’s degree in Marketing, Communications, or related field
• Strong proficiency in Adobe InDesign
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, OneNote)
• Experience with Microsoft Teams and SharePoint
• General proficiency working in a PC/Windows-based environment
• Strong written and verbal communication skills with clarity
• Ability to manage multiple deadlines daily in a fast-paced environment
• Availability to work standard business hours (Mon-Fri)

Responsibilities

• Support the preparation of proposals, SOQs, and qualification packages.
• Coordinate deadlines, submission requirements, and deliverables.
• Collaborate with technical staff to gather and organize content.
• Draft and edit proposal narratives, project descriptions, and team resumes.
• Format and assemble documents using KPFF and client templates.
• Communicate with clients and Principals to coordinate submission schedules.
• Maintain and update staff resumes and project sheets in Unanet.
• Ensure consistency, accuracy, and quality across materials.
• Work closely with marketing team, leadership, engineers, and project managers.

Skills

Marketing experience

Strong written/verbal communication

Adobe InDesign

Microsoft Office

Teams and SharePoint

Deadline management

Education

Associate degree in Marketing/Communications or related field

Bachelor’s degree (preferred)

Tools

Unanet or similar CRM

Adobe Creative Cloud (Photoshop/Illustrator)

PC/Windows environment

Job description

• Sub-Discipline: Marketing/Communications
• Discipline : Business Operations
• Compensation: USD 33 - USD 40 - hourly

Company Description

At KPFF Consulting Engineers, we are more than just an engineering design firm. For over 60 years, wehave dedicated ourselves to innovative, sustainable engineering that shapes the built environment andtackles complex infrastructure challenges. Our team culture emphasizes balance, growth, and well-being,supporting each member’s professional journey with flexibility, generous benefits, and acollaborative approach to work-life integration.

With over 1,400 professionals across 27 offices nationwide, KPFF’s decentralized structure allows eachoffice the flexibility to pursue projects aligned with their regional strengths. Learn more at www.kpff.com.

Our marketing team plays a direct role in supporting project pursuits and helping the firm communicate its experience and capabilities to clients. We work closely with leadership and technical staff to produce high-quality materials that support business development efforts.

Job Description

KPFF is seeking a Marketing Proposal Coordinator to join our marketing team. This role supports proposal and pursuit efforts and contributes to the development of marketing materials across the firm.

The Marketing Proposal Coordinator works closely with Principals, clients, engineers, and internal teams to prepare proposals, coordinate deadlines, and produce client-facing deliverables. This position requires strong organization, attention to detail, and the ability to manage multiple assignments in a fast-paced, deadline-driven environment.

• 7 paid holidays, and 2 floating holidays for you to use each year.
• 2 weeks of vacation annually, with competitive seniority-based accruals.
• 2 weeks of personal and sick time to care for yourself and your family members.
• KPFF will contribute 3% of your base salary to your 401 (k) regardless of your contribution.
• KPFF Paid Family Leave: Provides 60% of your base salary while on an approved leave for up to 6 weeks in a rolling 12-month period.
• 40-hour work schedule, Monday through Friday.
• Flexible scheduling – core hours of collaboration are 9:30-3:30 pm
• Professional certification bonus and testing fee reimbursement opportunities
• Monthly Cell Phone Stipend
• Monthly Way We Work stipend for remote work and transit expenses
• Medical insurance options to choose from, VSP Vision Insurance, and Delta Dental Insurance.
• Opportunities for educational events, relationship building, and fun!
• This is a non-exempt position. All overtime hours are paid at a time-and-a-half hourly rate.

Pay Range

The pay range for this position is $33.00 - $40.00 per hour, depending on experience.

Responsibilities

• Support the preparation of proposals, SOQs, and qualification packages.
• Coordinate deadlines, submission requirements, and deliverables.
• Collaborate with technical staff to gather and organize content.
• Draft and edit proposal narratives, project descriptions, and team resumes.
• Format and assemble documents using KPFF and client templates.
• Communicate with clients and KPFF Principals to coordinate submission requirements and schedules.
• Maintain and update staff resumes and project sheets in Unanet.
• Ensure consistency, accuracy, and quality across all materials.
• Work closely with marketing team members, KPFF Leadership, engineers and project managers, and other internal teams.
• Support team efforts to meet deadlines and deliver high-quality work.

Qualifications

MinimumRequirements

• 3+ years of marketing experience (AEC or professional services preferred)
• Associate’s degree in Marketing, Communications, or related field
• Strongproficiencyin Adobe InDesign
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, OneNote)
• Experience with Microsoft Teams and SharePoint
• Generalproficiencyworking in a PC/Windows-based environment
• Strong written and verbal communication skills with a command of grammar and clarity
• Ability to manage multiple deadlines daily in a fast-paced environment
• Availability to work standard business hours (Monday through Friday)

Preferred Qualifications

• Bachelor’s degree in Marketing, Communications, or related field
• Experience with Unanet or similar CRM systems
• Familiarity with Adobe Creative Cloud, including Photoshop and Illustrator
• Experience with workload or task tracking systems

Work Style and Expectations

This role requiresa high levelof professionalism, reliability, and accountability.

• Takes ownership of their work and consistently follows through on commitments.
• Communicates clearly, directly, and proactively.
• Is able to manage responsibilities independently after an initialtraining period.
• Is comfortable working with busy leadership and coordinating across multiplepriorities.
• Maintains a calm, thoughtful approach under pressure and tight deadlines.
• Demonstrates strong attention to detail and organization in all work.
• Humble and collaborative working style.

Additional Information

Physical Demands and Work Environment

• Duties require in-person attendance, Monday through Friday, during our business hours of 8 AM to 5 PM at our office in Irvine, CA.
• All duties are performed in a typical office environment while sitting at a desk or computer table.
• Duties require the ability to actively engage with a computer for several hours per day.
• May occasionally need to lift items up to 15 lbs.
• After a successful training period, this role will transition to a hybrid work schedule, with time split between the office and remote work.

Our Employees

Our employees are valued and empowered, collaborative and team oriented, innovative in their approachand passionate about their work. They are reliable, trustworthy and open with a high level of integrity.They value diversity, are inclusive and are committed to critically thinking through problems and findingsolutions.

KPFF Consulting Engineers participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

KPFF Consulting Engineers is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, creed, ethnicity, national origin, religion, marital status, sex/gender (including sexual orientation or gender identity), pregnancy, veteran status, citizenship status, physical or mental disability, or any other protected basis.