Proposal Coordinator – Architecture & Marketing

InfoTran Engineers & Architects; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

InfoTran Engineers & Architects in New York seeks a Proposal Coordinator to enhance their architectural marketing efforts. The ideal candidate will have 3-5 years of experience in marketing proposals, with advanced proficiency in Adobe InDesign and strong organizational skills. Responsibilities include proposal development, managing databases, and supporting marketing communications. This role requires collaborative work within a fast-paced environment, making effective communication skills essential. The position is on-site with potential travel across New York and New Jersey.

Qualifications

• 3-5 years of professional experience in marketing proposals.
• Strong command of professional business English.
• Highly organized and proactive with attention to detail.

Responsibilities

• Monitor procurement portals for relevant RFPs and RFIs.
• Support the end-to-end development of proposal responses.
• Maintain and update marketing and qualifications databases.
• Produce materials for internal and external communications.
• Attend industry events and support business development.

Skills

Detail-oriented

Exceptional written and verbal communication

Ability to manage multiple priorities

Proficiency in Adobe InDesign

Organizational skills

Education

Associate degree in Business Administration, Marketing, Communications or related field

Bachelor’s degree preferred

Tools

Adobe InDesign

Adobe Acrobat

Photoshop

Publisher

MS Word

PowerPoint

Excel

Outlook

Job description

Proposal Coordinator – Architecture & Marketing

224 W. 35th St, Suite 600, New York, NY 10001

INFOTRAN is seeking a Proposal Coordinator to join our New Jersey office and play a critical role in advancing the firm’s architectural marketing and business development initiatives. This position serves as a key contributor to proposal strategy, brand execution, and corporate communications, supporting both internal stakeholders and external pursuits across public‑and‑private‑sector clients.

The ideal candidate is a detail‑driven marketing professional with strong design acumen, exceptional organizational skills, and hands‑on experience producing high‑quality proposals and marketing deliverables in a fast‑paced A/E/C environment. A minimum of 3‑5 years of professional experience using Adobe InDesign is required.

Key Responsibilities

Proposal Development & Coordination

• Monitor procurement portals and identify relevant RFPs, RFQs, RFIs, LOIs, and SOQs.
• Support the end‑to‑end development of proposal responses, including technical narratives, resumes, project sheets, graphics, and qualifications packages.
• Coordinate with prime consultants, subconsultants, and internal technical teams to collect, track, and integrate content.
• Edit and format proposal documents, compliance forms, and supporting materials to ensure accuracy, consistency, and brand alignment.

Forms, Databases & Qualifications Management

• Maintain and update marketing and qualifications databases.
• Prepare and populate agency‑specific forms and certifications.
• Ensure timely updates to resumes, project descriptions, and firm credentials.

Marketing & Corporate Communications

• Develop, maintain, and enhance standard marketing collateral, including firm overviews, project profiles, resumes, and technical write‑up libraries.
• Produce materials for internal and external communications, including newsletters, blogs, award submissions, advertisements, and announcements.
• Support branding initiatives across digital and print platforms.

Industry Events & Business Development Support

• Attend pre‑proposal conferences as requested and support follow‑up documentation.
• Coordinate registrations, materials, and displays for conferences, networking events, and business development activities.
• Provide logistical and marketing support to senior leadership at industry events.

Qualifications & Experience

• Associate degree in Business Administration, Marketing, Communications, or a related field required; Bachelor’s degree preferred.
• 3‑5 years of experience supporting marketing proposals, preferably within an A/E/C or professional services firm.
• Exceptional written and verbal communication skills with a strong command of professional business English.
• Proven ability to manage multiple priorities simultaneously while meeting strict deadlines.
• Advanced proficiency in Adobe InDesign (required), Adobe Acrobat, Photoshop, and Publisher; strong working knowledge of MS Word, PowerPoint, Excel, and Outlook.
• Highly organized, proactive, and detail‑oriented, with the ability to work independently or collaboratively in team‑based environments.
• Willingness to work extended hours as needed to meet proposal deadlines.
• Ability and willingness to travel to project and event locations throughout New York and New Jersey.