Proposal Coordinator

Ring & DuChateau, LLP | Consulting Engineers; Town of Brookfield (WI); On-site; USD 50,000 - 70,000; Full time

Job summary

Ring & DuChateau, LLP, a well-established MEP engineering design firm, seeks a Proposal Coordinator to support marketing and business development initiatives. The role coordinates proposals, maintains resources, and ensures consistent execution of marketing activities.

The ideal candidate has strong organizational, writing, and deadline-management skills, with experience in a fast-paced professional services environment.

Qualifications

• Degree in Marketing, Communications, Business, Graphic Design, or related field.
• 2–5 years of marketing, proposal coordination, communications, or professional services experience.
• Experience in architecture/engineering/construction industry preferred.
• Proficiency with Adobe InDesign and Microsoft Office.
• Strong writing, editing, and organizational skills.

Responsibilities

• Lead day-to-day coordination of proposal pursuits from identification to submission.
• Review RFQs/RFPs/SOQs to identify requirements, deadlines, and deliverables.
• Develop proposal schedules and coordinate internal milestones.
• Collect resumes, project descriptions, graphics, and content from technical staff.
• Develop, edit, format, and produce proposals using InDesign and Office.

Skills

Proposal coordination

Organizational skills

Written communication

Deadline management

Education

Associate’s degree in Marketing/Communications/Business or related field

Tools

Adobe InDesign

Adobe Creative Suite

Microsoft Office

Job description

Ring & DuChateau, LLP is a well-established MEP engineering design firm with more than 100 professionals providing HVAC, plumbing, fire protection, electrical, lighting, technology, and commissioning services. We are seeking a Proposal Coordinator to support the firm's marketing and business development initiatives.

This individual will play a key role in coordinating proposals, maintaining marketing resources, supporting business development efforts, and ensuring the consistent execution of the firm's marketing initiatives. The ideal candidate brings exceptional organizational skills, strong written communication, attention to detail, and the ability to manage multiple priorities in a fast-paced professional services environment.

In this role you will:

Proposal Development

• Lead the day-to-day coordination of proposal pursuits from opportunity identification through final submission.
• Review RFQs, RFPs, and SOQs to identify requirements, deadlines, and deliverables.
• Develop proposal schedules and coordinate internal milestones.
• Partner with technical staff to collect resumes, project descriptions, graphics, and other proposal content.
• Develop, edit, format, and produce high-quality proposals using Adobe InDesign and Microsoft Office.
• Coordinate interview presentations and leave-behind materials.
• Submit electronic and printed proposals.
• Maintain proposal templates, boilerplate language, project profiles, resumes, and the proposal library.
• Track proposal activity, win/loss metrics, and pursuit performance.

Marketing & Brand Management

• Maintain marketing collateral including brochures, project sheets, resumes, presentations, and qualification packages.
• Coordinate project photography and marketing assets.
• Support award submissions and project write-ups.
• Ensure brand consistency across all marketing materials.

Business Development Support

• Prepare materials for client meetings, interviews, and business development activities.
• Assist in maintaining marketing and business development calendars.

Operational Support & Coverage

• Coordinate website updates and digital content
• Manage event logistics and vendor communication.
• Support client appreciation events, lunch-and-learns, and special initiatives.

In this role you will need:

• Associate’s degree in Marketing, Communications, Business, Graphic Design, or a related field.
• 2–5 years of marketing, proposal coordination, communications, or professional services experience.
• Experience within the architecture, engineering, or construction industry preferred.
• Strong proficiency with Adobe Creative Suite (InDesign required) and Microsoft Office.
• Excellent writing, editing, communication, and organizational skills.
• Ability to manage multiple deadlines while maintaining exceptional attention to detail.
• Professionalism, creativity, initiative, and the ability to work collaboratively across the firm.