Proposal Coordinator

AIA Seattle; Seattle (WA); On-site; USD 52,000 - 75,000; Full time

Job summary

Mahlum in Seattle is seeking a Proposal Coordinator to join our marketing team and help pursue projects that make a difference in our communities. You’ll work with marketing colleagues, designers, and firm leadership to develop proposals and pursuit materials that communicate who we are, what we do, and why our work matters.

This role suits a marketing professional with 3–5 years of experience who enjoys storytelling, writing, and delivering polished materials.

Qualifications

• 3–5 years of experience in marketing or proposal coordination.
• Strong writing and organizational skills.
• Experience in architecture, engineering, or professional services is a plus.
• Proficiency in Adobe InDesign.

Responsibilities

• Develop proposals and pursuit materials, including qualifications packages and interview presentations.
• Write, edit, and refine content communicating experience, design approach, and client needs.
• Create polished visual materials using Adobe InDesign and maintain Mahlum branding.
• Coordinate proposal deadlines and submissions, gather information from project teams, and ensure on-time delivery.
• Support marketing resources such as project descriptions, staff resumes, photography, and databases.
• Collaborate across the firm to understand projects, clients, and pursuit processes.
• Learn from experienced marketing professionals and leadership while taking ownership of work.

Skills

Writing & storytelling

Organization

Collaboration

Attention to detail

Marketing communications

Tools

Adobe InDesign

Job description

Mahlum is an architecture, planning, and interior design firm working across community, cultural, healthcare, PK–12, and higher education environments. We design to uplift. We pursue design excellence to improve lives, strengthen communities, and protect our natural world.

We are seeking a Proposal Coordinator to join our Seattle marketing team and help Mahlum pursue projects that make a difference in our communities.

This is an opportunity for a marketing professional with 3–5 years of experience who enjoys bringing ideas and information together, telling compelling stories, and creating thoughtful, polished work. You’ll collaborate with marketing colleagues, designers, and firm leadership across both studios to develop proposals and pursuit materials that communicate who we are, what we do, and why our work matters.

Who We Hope to Find

We hope to find someone who:

• Enjoys writing and storytelling. You are curious about the work we do and enjoy translating complex information into clear, engaging, client-focused narratives.
• Cares about the details. You take pride in thoughtful communication, strong visual presentation, and producing accurate, polished materials that represent our work well.
• Brings organization and follow-through. You can manage competing priorities, coordinate moving pieces, and keep projects on track without losing sight of the bigger picture.
• Values collaboration and connection. You enjoy working with different people, asking questions, exchanging ideas, and contributing to a shared effort.
• Is motivated to learn and grow. You bring initiative, curiosity, and an interest in developing your skills while contributing to work that has a positive impact.

What You’ll Do

As a Proposal Coordinator, you’ll work closely with our marketing team and project leadership to help develop compelling, client-focused proposals and marketing materials that support Mahlum’s pursuit of meaningful projects.

Your work will include:

• Developing proposals and pursuit materials, including qualifications packages, interview presentations, and other marketing collateral.
• Writing, editing, and refining content that communicates our experience, design approach, and understanding of client needs.
• Creating thoughtful visual materials using Adobe InDesign, ensuring proposals are clear, polished, and consistent with Mahlum’s brand.
• Coordinating proposal deadlines and submissions, gathering information from project teams, organizing requirements, and ensuring materials are accurate and delivered on time.
• Supporting our marketing resources, including project descriptions, staff resumes, photography, and databases that help tell Mahlum’s story.
• Collaborating across the firm, building relationships with colleagues in both studios and developing an understanding of our projects, clients, and pursuit process.
• You’ll have the opportunity to learn from experienced marketing professionals and firm leadership while building your skills and taking ownership of your work.

We are looking for someone with experience in marketing, communications, or proposal coordination, proficiency in Adobe InDesign, strong writing and organizational skills, and careful attention to detail. Experience in architecture, engineering, construction, or professional services is a plus.

Join Us

At Mahlum, we strive to create an environment where people feel supported, contribute their perspectives, and continue to grow. We offer competitive compensation, comprehensive benefits, professional development opportunities, and the chance to contribute to projects that positively impact our communities.