Proposal Coordinator - AEC

Steven Winter Associates; New York (NY); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

401(k) match

Commuter benefits

Job summary

Steven Winter Associates is seeking a Proposal Coordinator to turn new business opportunities into successful projects. You will coordinate response efforts across service areas, organize pursuits, and support efficient business development processes in collaboration with technical, operations, and contract teams.

The ideal candidate is proactive, organized, and a strong writer who can manage multiple deadlines in a fast‑paced environment.

Qualifications

• Bachelor’s degree in marketing, communications, or business; or equivalent experience in related field or AEC industry.
• 2–5 years of experience in proposal coordination, marketing, or business development.
• Strong writing, editing, proofreading, and quality‑control skills for client‑ready materials.
• Experience coordinating RFPs, proposals, qualification packages, or client‑facing materials.

Responsibilities

• Track opportunities and maintain records in SWA's CRM.
• Coordinate proposal responses, schedules, deadlines, and submission requirements.
• Maintain/update qualifications, project descriptions, resumes, and templates.
• Develop/edit proposal content, case studies, and qualification materials.
• Coordinate with Contracts, Technical, and Operations teams to support proposals.
• Monitor RFP sites for relevant opportunities.
• Support award submissions, speaking engagements, and BD materials.
• Serve as initial contact for client inquiries and requests.
• Contribute to blog posts, presentations, and marketing content.
• Support companywide business development initiatives.
• Identify process improvements to streamline efforts.

Skills

Strong writing

Attention to detail

Multi‑tasking

Client communication

Project coordination

Education

Bachelor’s degree in marketing, communications, or business

Tools

Microsoft Office Suite

Adobe InDesign

Canva

CRM platforms (e.g., Microsoft Dynamics, Salesforce)

Job description

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 Steven Winter Associates?

At SWA, you’re not just joining a company – you’re joining an employee‑owned team committed to making buildings healthier, more sustainable, and lower‑carbon.

• Be part of a collaborative and supportive environment where your ideas matter.
• Work on real projects, seeing the impact of your work in the field and in communities.
• Learn from experienced building science professionals.

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.

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

• 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.
• 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.
• Support companywide business development initiatives.
• 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, and other standard benefits.

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.