Proposal Coordinator-2606100SC01

ardmoreroderick; Chicago (IL); Hybrid; USD 65,000 - 80,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Plans

401K

Paid PTO

Employee Assistance Program (EAP)

Job summary

Ardmore Roderick in Chicago seeks a Proposal Coordinator to support business development and pursuits in the AEC industry. The role emphasizes organization, collaboration with technical teams, and creating client-focused proposals and marketing materials.

The candidate will manage proposal content, schedules, compliance, CRM data, and branding across multiple departments. A hybrid schedule is expected based on client and project needs.

Qualifications

• Bachelor’s degree in Marketing, Communications, Journalism, English, Business, or a related field.
• 3–5 years of related proposal or marketing experience, preferably within the AEC industry.
• Excellent writing, editing, proofreading, and verbal communication skills.
• Strong organizational skills with multiple priorities and deadlines.
• Proficiency with MS Office and Adobe Creative Suite, especially InDesign.

Responsibilities

• Lead/assist proposal coordination, writing, editing, formatting, and production of proposals and marketing collateral.
• Review RFQs/RFPs to ensure compliance with guidelines and deadlines.
• Develop proposal schedules, compliance matrices, and checklists.
• Coordinate content across full pursuit lifecycle with project teams and leadership.
• Maintain marketing resources, resumes, boilerplates, and digital assets.

Skills

Writing

Editing

Project coordination

Organization

Communication

Education

Bachelor’s degree in Marketing or related field

Tools

Microsoft Office

Adobe Creative Suite

InDesign

Deltek Vision/Vantagepoint

OpenAsset

Job description

Are you ready to help shape the success of impactful infrastructure and construction projects? Ardmore Roderick is seeking a dynamic, detail-oriented Proposal Coordinator to support business development and pursuit efforts across the Architecture, Engineering, and Construction (AEC) industry. This role is ideal for a highly organized professional who thrives in a fast-paced environment, enjoys collaborating with technical teams, and has a passion for creating compelling, client-focused proposals and marketing materials. The position is located in our Chicago office and may be hybrid depending on client, project, and team needs.

Key Responsibilities

• Lead/assist the coordination, writing, editing, formatting, and production of proposals, SOQs, presentations, interview materials, and other marketing collateral
• Assist with major strategic pursuits, working under the guidance of the Proposal Manager
• Review and analyze RFQs, RFPs, and solicitation requirements to ensure compliance with submission guidelines and deadlines
• Develop proposal schedules, compliance matrices, and deliverable checklists to manage proposal workflows effectively
• Coordinate proposal content across the full pursuit lifecycle, including technical narratives, resumes, project sheets, graphics, and supporting documentation
• Collaborate with project managers, technical staff, subconsultants, and leadership teams to gather and organize proposal information
• Assist with proposal production, quality control reviews, and final submission coordination
• Develop, maintain, and update marketing resources including resumes, project descriptions, boilerplate content, images, testimonials, and other support materials
• Maintain and update CRM databases with employee, project, and pursuit information
• Support digital asset management efforts, including organization and maintenance of OpenAsset or similar platforms
• Maintain consistency with company branding standards and serve as a brand ambassador across all marketing materials
• Assist with company events, marketing initiatives, and business development activities as needed
• Stay current on industry trends and continue professional development within the AEC industry

Required Qualifications

• Bachelor’s degree in Marketing, Communications, Journalism, English, Business, or a related field required
• 3–5 years of related proposal or marketing experience, preferably within the AEC industry
• Experience reading and interpreting RFQs, RFPs, and other procurement documents
• Exceptional writing, editing, proofreading, and verbal communication skills
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously
• Proficiency in Microsoft Office Suite and Adobe Creative Suite, particularly InDesign
• Experience with CRM systems such as Deltek Vision/Vantagepoint preferred
• Familiarity with OpenAsset or other digital asset management software is a plus
• Ability to think critically, work independently, and collaborate across multiple departments and personalities
• Self‑motivated, adaptable, and receptive to constructive feedback
• Must be located in the Chicagoland area and able to work a hybrid schedule

Preferred Qualifications

• Strong attention to detail and commitment to quality
• Ability to remain calm and solution‑oriented under tight deadlines
• Strong interpersonal and relationship‑building skills
• Understanding of proposal strategy, client‑focused messaging, and pursuit development
• Eagerness to learn and grow within the AEC industry

Benefits

• Medical, Dental, and Vision Plans
• 401K, Paid Maternity Leave, Competitive PTO
• Employee Assistance Program (EAP) and more

Salary Range: $65,000 - $80,000. Ardmore Roderick is providing the compensation range that the company believes it might pay and/or offer for this position, based on the successful applicant’s education, experience, knowledge, skills and abilities in addition to internal equity and specific geographic location.

Sponsorship and relocation are not available for this opportunity.

Ardmore Roderick is an Equal Employment Opportunity employer that is committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability status, protected veteran status, or any other characteristic protected by local, state, or federal law. Ardmore Roderick participates in E‑Verify.

We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities. Please reach out to us if you require reasonable accommodation in responding to a job announcement, interviewing, or otherwise participating in the employee selection process.