Proposal Coordinator

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

Job summary

Pennoni is seeking a talented Proposal Coordinator or Proposal Specialist to support the Corporate Communications team on priority pursuits, including EOIs, RFQs, RFPs, and pre-qualifications. The role can be based in any Pennoni office, with a preference for Philadelphia or New Jersey.

You will coordinate submissions, manage schedules, and ensure brand alignment across responses. This position emphasizes collaboration with engineering and business development, effective writing, editing, and

Qualifications

• Experience preparing responses to RFPs and coordinating information from subconsultants.
• Strong Microsoft Office Suite proficiency (Word, Excel).
• Experience with Adobe Creative Suite, specifically InDesign.
• CRM experience a plus (Deltek Vantagepoint).
• Strong interpersonal skills with time management and attention to detail.
• Excellent writing and editing skills; ability to reflect aesthetics in marketing documents.

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).

Skills

RFP responses

Deadline management

Staff coordination

Microsoft Office

Communication

Time management

Editing

Tools

InDesign

Deltek Vantagepoint

Microsoft Word

Excel

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

• 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!