Proposal Coordinator

Pennoni; Philadelphia (Philadelphia County); On-site; USD 55,000 - 85,000; Full time

Job summary

Pennoni is seeking a Proposal Coordinator or Proposal Specialist to support Corporate Communications and the firm’s technical and business development teams on priority pursuits, including EOIs, RFQ, RFP, and prequalification efforts.

The role can be based in any Pennoni office, with preference for Philadelphia or New Jersey. Strong writing, editing, project management, and proficiency in MS Office and InDesign are essential.

Qualifications

• 3–7 years of experience in the A/E/C industry.
• Experience in preparing responses to RFPs and coordinating information from subconsultants and clients.
• Proficiency with Word and Excel; experience with Adobe InDesign.
• Experience using CRM software, specifically Deltek Vantagepoint.
• Strong interpersonal, time management, and deadline-driven skills.
• Excellent writing, proofreading, and editing abilities.
• Aesthetic sense for graphics in marketing documents.
• Ability to work independently and as part of a team.

Responsibilities

• Coordinate and prepare high-quality submissions from decision to delivery to client.
• Attend site visits and pre-proposal conferences and kickoff meetings as needed.
• Review and analyze solicitation documents.
• Manage simple to moderately complex submissions (SF254, 255/330s, prequalifications).
• Develop and distribute submission schedules.
• Interface with subconsultants and coordinate efforts.
• Assign technical staff to development of sections and proof all submissions.
• Incorporate illustrations and designs reflecting the proposal theme while adhering to brand guidelines.
• Coordinate production, packaging and delivery of submissions.

Skills

Interpersonal skills

Verbal communication

Written communication

Organizational skills

Creativity

Attention to detail

Project management

Self-motivation

Tools

Microsoft Office Suite

Adobe InDesign

Deltek Vantagepoint

Job description

Philadelphia, Pennsylvania, United States

Job Description

Pennoni is seeking a talented Proposal Coordinator or Proposal Specialist on the Corporate Communications team in support of the firm’s technical and business development teams on priority pursuits, including partnering in the preparation of formal and informal client solicitations, including expressions of interest (EOI), requests for qualifications (RFQ), requests for proposals (RFP), and pre-qualification efforts.

This position can be based in any Pennoni office; however, the preference would be for the role to be based in Philadelphia or New Jersey office.

Key Responsibilities

• Coordinate and prepare high quality submissions from point of decision to delivery to client.
• Attend site visits/pre-proposal conferences and kickoff meetings as needed.
• Review and analyze solicitation documents.
• Be responsible for management and preparation of simple to moderately complex submissions, including prequalifications and SF254, 255/330s.
• Develop and distribute submission schedules.
• Interface with subconsultants and coordinate efforts.
• Assign technical staff, as necessary, on the development of their respective sections.
• Proof all submissions.
• Incorporate illustrations, pictures, and designs to reflect the desired theme and tone of the proposal.
• Ensure adherence to brand guidelines.
• Coordinate production efforts, (i.e., reproduction, packaging and delivery).

Preferred Qualifications

The ideal candidate will be currently or previously involved in the A/E/C industry with 3-7 years of experience.

• Experienced in preparing responses to RFPs, working with technical staff to assure deadlines are met, writing project summaries, customizing staff resumes, maintaining related databases, and coordinating information from subconsultants and clients.
• Highly proficient with Microsoft Office Suite (Word, Excel).
• Experience with Adobe Creative Suite, specifically InDesign.
• Experience using CRM software a plus, specifically Deltek Vantagepoint.
• Strong interpersonal skills.
• Ability to establish and meet deadlines.
• Ability to effectively manage time, multi-task, and pay close attention to details.
• Strong verbal and written communication skills and organizational skills.
• Strong writing, proofreading, and editing skills.
• A good sense of aesthetics and design for the use of graphics for A/E/C marketing documents.
• Requires a high level of creativity, attention to detail, and project management skills.
• Self-motivated with the ability to work independently and as part of a team.

Why Pennoni?

At Pennoni, we're not just another multi-disciplinary engineering firm; we're a vibrant team of innovators shaping the future! Founded six decades ago, Pennoni is an ENR Top 500 consulting engineering firm where individuality sparks innovation and growth. We’re all about helping you build your career while fostering a great workplace culture – here, you'll work with supportive, talented teammates and find pride in your contributions. Join us to be part of a team that values your unique skills and drives excellence in every project!

We endeavor to make this site accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, then please contact us.

EEO is the Law