Proposal Coordinator - AEC

Swinter; New York (NY); Hybrid; USD 70,000 - 95,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401(k) with match

Commuter benefits

Job summary

Steven Winter Associates, Inc. in New York seeks a Proposal Coordinator to turn opportunities into successful projects. You will coordinate responses across two service areas and support efficient business development processes with technical, operations, and contracting teams.

The ideal candidate is proactive, organized, and adept at bringing structure to complex pursuits, helping SWA build lasting client relationships and ensuring timely, high-quality submissions.

Qualifications

• Bachelor’s degree in marketing, communications, or business or related field or equivalent experience.
• 2–5 years in proposal coordination, marketing, or business development.
• Experience coordinating RFP responses, proposals, and qualification packages.
• Strong writing, editing, proofreading, and quality-control skills.
• Attention to detail, layout judgement, and brand-aligned design sense.
• Ability to manage deadlines in a fast-paced environment.

Responsibilities

• Track new opportunities and maintain records in the CRM tool.
• Coordinate proposal response efforts, including schedules and deadlines.
• Maintain and update qualifications, project descriptions, resumes, and templates.
• Develop and edit proposal content, case studies, and materials.
• Coordinate with Contracts, Technical, and Operations teams for development and handoff.
• Monitor RFP sites for relevant opportunities.
• Support award submissions, speaking engagements, and BD materials.
• Serve as initial contact for selected client inquiries.

Skills

Proposal coordination

RFP responses

Strong writing

Editing

Attention to detail

Graphic design sensibility

Communication

Multi-tasking

Education

Bachelors in marketing/communications/business

Tools

Microsoft Office

Adobe InDesign

Canva

Job description

Department: Building Operations Decarbonization & Efficiency (BODE)

Work Authorization: Applicants must currently be authorized to work in the United States on a full-time basis. Steven Winter Associates (SWA) does not sponsor employment-based visas (e.g., H-1B, OPT, etc.) for this position, now or in the future.

Why This Role Matters: Steven Winter Associates, Inc. (SWA) is seeking a Proposal Coordinator to help turn new business opportunities into successful projects. This role will coordinate proposal responses across two service areas, organize pursuit of new business opportunities, and support efficient, consistent business development processes. The Proposal Coordinator will work closely with technical, operations, and contract teams to keep proposal efforts on track and aligned with client needs.

The ideal candidate is a proactive, organized communicator who enjoys bringing structure to complex pursuits and helping SWA turn opportunities into projects, partnerships, and long-term client relationships.

Additional Information: As part of the application process, a writing sample or other type of assessment using design software may be required.

The proposed annual salary range for this position is $70,000 – $95,000 based on a 40-hour work schedule. Final compensation will depend on confirmed job-related skills, experience, and qualifications.

Responsibilities

Reasonable accommodation will be provided to enable individuals with disabilities to perform the essential functions.

Track new opportunities and maintain accurate records in SWA's Client Relationship Management (CRM) tool.

Coordinate proposal response efforts, including schedules, assignments, deadlines, and submission requirements.

Maintain and update company qualifications, project descriptions, resumes, and proposal templates.

Develop and edit proposal content, case studies, and other qualification materials.

Coordinate with the Contracts, Technical, and Operations teams to support proposal development and handoff.

Monitor RFP sites and other sources for relevant opportunities.

Support award submissions, speaking engagement applications, presentations, and other business development materials.

Additional Responsibilities

• Serve as the initial point of contact for selected client inquiries and requests.
• Contribute to blog posts, presentations, and other marketing or thought leadership content.
• Identify process improvements that streamline proposal and business development efforts.

What You Bring

• Bachelor’s degree in marketing, communications, or business; or equivalent experience in a related field or in the architectural, engineering and construction (AEC) industry.
• 2–5 years of experience in proposal coordination, marketing, or business development.
• Experience coordinating RFP responses, proposals, qualification packages, presentations, or other client‑facing business development materials.
• Strong writing, editing, proofreading, and quality‑control skills, with the ability to create clear, accurate, polished, and client‑ready materials.
• Strong attention to detail, layout judgement, and graphic design sensibility, with the ability to create materials that are visually polished, easy to navigate, and aligned with brand standards.
• Ability to manage multiple deadlines, prioritize competing tasks, and keep proposal efforts moving in a fast‑paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint) and graphic design and presentation software, including Adobe InDesign and Canva.

Preferred Skills

• Familiarity with CRM platforms (such as Microsoft Dynamics, Salesforce, or similar systems) and databases.
• Familiarity with Proposal formats and requirements, including RFPs, corporate templates, and A/E Forms such as SF330.
• Knowledge of sustainability, energy efficiency, decarbonization, or building performance services.
• Strong writing for technical, professional, and client‑facing audiences.

Application Process

• A cover letter is requested for consideration outlining interest.
• Resumes will be reviewed on a rolling basis.
• Selected candidates may participate in up to 2-3 rounds of interviews.
• If you meet at least 75% of the qualifications, we encourage you to apply.
• SWA is committed to inclusion and will provide reasonable accommodation for individuals with disabilities.

Travel Requirements

No overnight travel is expected for this position. Occasional local day travel may be required.

Working Environment

Recent hires may be required to work in the office five days per week during onboarding, with potential for a hybrid schedule after necessary training with supervisor approval. Under SWA’s current policies, all team members are expected in the office at least three days per week, with flexibility based on job duties and site work.

Benefits & Perks

SWA invests in our people, and we’ve designed a benefits package that includes medical, dental, vision, 401(k) (with match), commuter benefits, etc.

Company Principles

Be visionary. Foster camaraderie. Take ownership. Think holistically. Improve the built environment.

Equal Opportunity Employer

SWA is an Equal Opportunity Employer. All qualified applicants will be afforded equal employment opportunities without discrimination because of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, or marital status.

What to Know

Steven Winter Associates, Inc. (SWA) is a collaborative employee‑owned firm that’s been transforming the built environment for 54 years. Our mission is to make buildings more sustainable, energy‑efficient, accessible, healthy, and resilient, not just with better structures, but with the communities they serve. Working with architects, engineers, developers, owners, and project teams, our team of consultants is always pushing boundaries, collaborating, and problem‑solving to deliver solutions that benefit people and the planet.

Join us and become part of a company where your work helps shape a better built environment and where your voice matters. For further information on Steven Winter Associates, please visit www.swinter.com.