Proposal Coordinator

Sixthriver Architects; Austin (TX); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Sixthriver Architects in Austin, TX is seeking a dedicated Proposal Manager to coordinate RFPs, RFQs, and fee proposals from pursuit through submission. The role connects firm leadership, internal marketing, external sub-consultants, and clients during the pursuit phase.

You will manage content development, keep pursuit calendars, and ensure compliance with professional services agreements. The ideal candidate is organized, proactive, and proficient with Deltek Vantagepoint and Bluebeam.

Qualifications

• 3–5+ years managing proposals, RFPs, and fee coordination in architecture/AE firms.
• Working knowledge of professional services agreements and AIA contract familiarity is a plus.
• Impeccable attention to detail and calendar management with deadlines across multiple projects.
• Confident communicator able to drive accountability among principals, marketing staff, and external partners.
• Experience with CRM/ERP pursuit tracking software and PDF markup tools.

Responsibilities

• Lead the development and timely submission of RFQ/RFP responses, fee proposals, and qualification packages.
• Coordinate content development with the marketing team including project sheets, resumes, narratives, and compliance docs.
• Maintain active pursuit calendars, track deliverables, set internal milestones, and drive accountability to meet deadlines.
• Archive submitted proposals and track win/loss outcomes to improve future submissions.
• Review consultant proposals for scope, schedule, and terms before integration into client deliverables.

Skills

Proposal management

RFPs / RFQs

Attention to detail

Calendar management

Cross-functional collaboration

Communication

Contract awareness

Tools

Deltek Vantagepoint

Bluebeam

Adobe Acrobat

Microsoft Office

Google Workspace

Job description

Position Overview

The Proposal Manager leads the end-to-end coordination, tracking, and delivery of all request for proposals (RFPs), qualifications packages (RFQs), and fee proposals. This role serves as the central point of contact connecting firm leadership, internal marketing, external sub-consultants, and clients during the pursuit phase.

The ideal candidate is exceptionally organized, proactive with follow-up, and brings a solid foundational understanding of professional services contracts and fee proposals (architecture or A/E industry experience preferred).

Key Responsibilities

Pursuit & Proposal Management

• Lead the schedule, development, and timely submission of all RFQ/RFP responses, fee proposals, and qualification packages.
• Coordinate content development—including project sheets, resumes, narratives, and compliance documentation,in close collaboration with the marketing team.
• Maintain active pursuit calendars, track deliverables, establish internal milestones, and drive team accountability to meet strict deadlines.
• Archive submitted proposals, maintain pursuit records, and track win/loss outcomes to refine future submittals.

Fee Coordination & Consultant Management

• Request, track, and gather fee proposals, scopes of work, and qualification materials from external engineering and specialty consultants.
• Coordinate internal scope and fee development alongside firm principals to build comprehensive, competitive proposal pricing.
• Review incoming consultant proposals for scope alignment, schedule compliance, and required terms before integrating into client-facing deliverables.
• Maintain professional, collaborative relationships with consultants and teaming partners.

Contract Coordination & Review

• Review client contracts, RFPs, and owner-architect agreements to identify key terms, submission requirements, and risk factors early in the pursuit cycle.
• Coordinate contract drafting and review workflows from award through execution, ensuring consistency between agreed proposal fees, consultant scopes, and final agreements.
• Maintain clean, organized contract and pursuit archives for quick access across leadership.

Core Qualifications & Skills

• Experience: 3–5+ years managing proposals, RFPs, and fee coordination; prior experience in architecture, engineering, or commercial design/construction firms strongly preferred.
• Contract Acumen: Working knowledge of professional services agreements, consultant master service agreements, and scope-of-work structures (AIA contract familiarity is a plus).
• Organizational Rigor: Impeccable attention to detail, strong calendar management, and persistent follow-up skills across multiple ongoing deadlines.
• Communication & Collaboration: Confident communicator capable of driving accountability among firm principals, marketing staff, and external partners.
• Systems Proficiency: Experience with CRM/ERP pursuit tracking software (e.g., Deltek Vantagepoint), PDF markup tools (Bluebeam or Adobe Acrobat), and Microsoft Office/Google Workspace.

Work Environment

• Hybrid schedule based out of the Austin, Texas office, offering flexibility while maintaining close collaboration with the in-house team.