Proposal Coordinator

Westwood Professional Services; Dallas (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Westwood Professional Services, Inc. is seeking a Proposal Coordinator to join our Dallas, TX or Fort Worth office.

You will manage end-to-end proposal production, SOQs, and RFQs, working with PMs, engineers, and SMEs to craft compelling, compliant submissions that reflect Westwood’s capabilities. The ideal candidate has AEC industry familiarity and strong writing, layout, and design skills, with a focus on brand consistency and on-time delivery.

Qualifications

• Proficiency with Adobe Creative Suite in InDesign and graphics work.
• Experience with Deltek Vantagepoint CRM/db systems is preferred.
• Strong organization and ability to manage multiple deadlines.
• Layout, diagrams and proposal graphic design with eagerness to learn.
• Detail-oriented with brand consistency across materials.
• Strong writing and grammar for complex SOQs/RFQs.
• Independent, self-motivated and deadline-driven.
• Willingness to learn about all Westwood markets and services.

Responsibilities

• SOQ/RFQ analysis to identify client specs, deadlines, and rules.
• Collaborate with PMs, engineers, SMEs to draft content and summaries.
• Format, graphics, and editing to ensure brand-consistent submissions.
• Enforce timelines and milestones for accurate final submissions.
• Maintain databases and libraries of past project materials.
• Refresh pursuit materials and assist with client-ready decks.

Skills

Adobe InDesign

Deltek Vantagepoint

Organizational skills

Proposal graphics

Attention to detail

Writing skills

Self-motivated

Market understanding

Education

Bachelor's degree in Business/Communications/Marketing/Graphic Design

Job description

Proposal Coordinator

Job Type

Full-time

Description

Proposal Coordinator Westwood Professional Services, Inc. is seeking a Proposal Coordinator to join our Dallas, TX or Fort Worth office. In this role, you will play a central part in helping Westwood win new business by managing the end-to-end preparation and production of proposals, Statements of Qualifications (SOQ), and Requests for Qualifications (RFQ). You will collaborate closely with Project Managers, engineers, and subject matter experts to craft compelling, compliant, and competitive submissions that represent the best of what Westwood has to offer. The ideal candidate will have experience in the AEC (Architecture, Engineering, Construction) industry and extensive experience creating pursuit materials, SOQs, and RFQs. Join a highly experienced and dynamic team dedicated to delivering exceptional professional services - and a company that has been voted one of the Best Places to Work!

Responsibilities

• SOQ/RFQ Analysis: Dissect bid requirements and identify exact client specifications, deadlines, and compliance rules.
• Content Collaboration: Partner with Project Managers, engineers, sub-consultants, and subject matter experts (SMEs) to draft, refine, and compile technical narratives, executive summaries, and scope details.
• Proposal Production: Format, create graphics, assist with technical writing, editing, and proofreading proposal documents to ensure consistency and brand alignment.
• Schedule Management: Enforce strict timelines and milestones to guarantee final submissions are accurate and on time.
• Database Maintenance: Update CRM systems, track ongoing proposal efforts, and maintain libraries of past project profiles, resumes, and boilerplate information.
• Procurement Initiatives: Refresh pursuit materials and templates, engage with professional organizations, and assist teams by designing graphic presentation materials, pitch slide decks, and leave-behind documents for client short-list interviews.

Requirements

Required Skills

• Proficiency in Adobe Creative Suite, especially Adobe InDesign.
• Experience with database systems, preferably Vantagepoint (Deltek).
• Exceptional organizational skills and the ability to manage multiple tasks and deadlines.
• Skills in document layout, creating diagrams, and proposal graphic design with an eagerness to learn new technologies and techniques.
• A keen eye for detail and a commitment to maintaining brand consistency across all proposal materials.
• Strong foundational writing and grammar skills with the ability to read, analyze, and dissect complex SOQs/RFQs to ensure the final submission strictly meets all client and regulatory requirements.
• Independence and self-motivation, with minimal need for supervision; thrives under strict deadlines.
• Willingness to understand all markets and services provided by Westwood.
• Required Education and Experience
• Bachelor's degree in Business, Communications, Journalism, Marketing, Graphic Design, or related field. 2-5 years of relevant experience.

Note

This is an in-office position.

About Westwood Professional Services, Inc. (Westwood)

At Westwood, our purpose is to create a better world for people through our work. We transform the energy grid, design resilient infrastructure, and develop communities that will flourish today and for future generations. With over 50 years of experience and a legacy of innovation, we stand at the forefront of our industry, dedicated to understanding the unique needs of the markets we serve. Our approach revolves around people. We are committed to building a culture that attracts, retains, and develops high performers. Our team values relationships, innovation, dedication, initiative, and growth. We believe fostering a collaborative "One Team" mentality yields superior outcomes in everything we do. We customize our technical capabilities and geographic reach to meet our clients where they are and help them realize their vision. We are partners in our clients’ success, driving to provide solutions that make a lasting difference. Safety, sustainability, and operational excellence are not just facets of our work; they are intrinsic to our identity, guiding every decision we make. We are deeply invested in the communities we serve. Through our projects and giving-back initiatives, we enrich the lives of those we serve, engage others within our industry, and create a lasting impact on communities around the world. To us, success transcends the completion of projects; it is reflected in the lives we have positively impacted by our work.

Join Us In Creating a Better World

In 2025, Westwood was recognized as #77 on the ENR Top 500 Design Firms. Additionally, Westwood was ranked #5 for ENR's Top Design Firm for Solar, #6 for Battery Storage, and #3 for Wind (2025). The firm consistently ranks on the industry's top 25 lists and receives recognition for its involvement in award-winning projects nationwide. Westwood provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We believe that diverse backgrounds strengthen our business. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.