Proposal Coordinator

Ring & DuChateau, LLP | Consulting Engineers; Town of Brookfield (WI); On-site; USD 48,000 - 64,000; Full time

Job summary

Ring & DuChateau, LLP is a well-established MEP engineering design firm with a strong marketing function. We are seeking a Proposal Coordinator to support marketing and business development initiatives across the firm.

The role emphasizes coordinating proposals, maintaining resources, and ensuring consistent execution of marketing plans. The ideal candidate brings exceptional organization, writing, and detail orientation in a fast-paced professional services environment.

Qualifications

• Associate degree in Marketing, Communications, Business, Graphic Design, or related field.
• 2–5 years of marketing, proposal coordination, or communications experience.
• Experience in architecture, engineering, or construction industry preferred.
• Strong writing, editing, and organizational skills.
• Ability to manage multiple deadlines with exceptional attention to detail.

Responsibilities

• Coordinate proposal pursuits from opportunity to final submission.
• Review RFQs, RFPs, SOQs to identify requirements and deadlines.
• Develop schedules and coordinate internal milestones.
• Collect resumes, project descriptions, graphics for proposals.
• Develop and format high-quality proposals using InDesign and Office.
• Coordinate interview presentations and leave-behind materials.
• Submit electronic and printed proposals.
• Maintain proposal templates, boilerplate content, and resumes.
• Track proposal activity and win/loss metrics.

Skills

Excellent writing

Editing

Communication skills

Organization

Multi-tasking

Education

Associate’s degree in Marketing, Communications, Business, Graphic Design, or related field

Tools

Adobe InDesign

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 department marketing requests.
• 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.