Proposal Coordinator III

HFA Enterprises; Bentonville (AR); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Disability insurance

Life insurance

401(k) with company match

Employee stock ownership plan (ESOP)

Flexible work schedule

Professional development stipend

Job summary

HFA Enterprises is seeking a Proposal Coordinator to organize pursuits, manage schedules, and polish materials for client proposals and presentations. You will work with Marketers, Business Developers, and industry experts to keep deadlines on track and ensure deliverables meet brand standards.

Ideal candidates have up to 2 years of related experience, strong writing and organizational skills, and proficiency with Microsoft Office, CRM, Asana, and Adobe Creative Suite.

Qualifications

• 0-2 years of experience in marketing, communications, proposal support, sales support, administration, project coordination, or a related field.
• Strong organizational skills and attention to detail.
• Strong proofreading, written communication, and verbal communication skills.
• Ability to manage deadlines, follow established processes, and complete assigned tasks accurately.
• Ability to collaborate in a team environment and communicate professionally with internal stakeholders.
• Ability to learn HFA's sectors, services, clients, pursuit process, and brand standards.
• Self-starter who is responsive, dependable, well organized, and eager to support deadline-driven work.
• Experience using Microsoft Office required.
• Experience using Adobe Creative Suite, CRM systems, Asana, or professional services marketing tools preferred.
• Interest in A/E/C marketing, business development, proposals, or SMPS professional development encouraged.

Responsibilities

• Organize proposal files, schedules, checklists, deadlines, and materials.
• Assist with RFP/RFQ review and content.
• Gather resumes, project descriptions, references, forms, images, and boilerplate information.
• Format, proofread, quality-check, production, and submission logistics.
• Coordinate with internal contributors to collect content and follow up on missing information.
• Update resumes, project sheets, boilerplate language, and pursuit materials.
• Maintain libraries of reusable pursuit content and templates.
• Prepare shortlist/interview materials and team bios.
• Enter and update basic pursuit information in the CRM.
• Track pursuit activity, proposal volume, gaps, and post-pursuit documentation.
• Follow established pursuit, proposal, CRM, content management, and file organization processes.
• Communicate with Brand + Marketing on tasks and deadlines.
• Identify outdated content, missing materials, recurring issues, or process gaps.

Skills

Organization

Attention to detail

Proofreading

Written communication

Verbal communication

Time management

Team collaboration

Microsoft Office

CRM systems

Asana

Adobe Creative Suite

Tools

CRM systems

Asana

Adobe Creative Suite

Microsoft Office

Job description

We're looking for a Proposal Coordinator who is equal parts organizer, problem-solver, and team player. You'll be at the heart of HFA's pursuit process, helping transform opportunities into winning proposals, presentations, and client experiences. Working with marketers, business developers, and industry experts, you'll help keep things moving, deadlines on track, and deliverables looking their absolute best. If you're detail-oriented, eager to learn, and energized by fast-paced, collaborative work, you'll fit right in.

About HFA - Employee Owned. People Powered.

HFA is a 100% employee-owned multidisciplinary architectural, engineering, and interior architecture firm who thrives in a people-first environment. Employee ownership isn't just a structure - it's a mindset that fuels everything we do. This mindset empowers us to think beyond our roles, pushing us to find innovative solutions that strengthen our client relationships and deepen our connections with our people internally. We believe that our people are our greatest asset which aligns with our culture code: We aspire to be a people-first culture of empowerment where talent thrives.

The ownership mindset also means that every team member is personally invested in the success of our projects and clients. This approach ensures that every decision aligns with our purpose: Leading our clients to fulfill their vision while building lasting partnerships.

With our focus on our people, we offer competitive salaries and a comprehensive benefits package including medical, dental, vision, disability, and life insurance, a 401(k) with company match, an employee stock ownership plan (ESOP), and a flexible work schedule. We provide our team members with professional development opportunities and learning stipends to pursue professional growth, and we take any chance we can get to recognize and reward our people for their amazing work.

Job Duties:

• Support active pursuits by organizing proposal files, schedules, checklists, deadlines, and required materials.
• Assist with RFP/RFQ review by identifying basic requirements, due dates, forms, submission instructions, and requested content.
• Help gather resumes, project descriptions, references, forms, images, standard firm information, and other pursuit-related content.
• Support proposal and qualifications package development through formatting, proofreading, quality checks, production, and submission logistics.
• Coordinate with internal contributors to collect assigned content and follow up on missing information as directed.
• Assist with updates to resumes, project sheets, boilerplate language, firm information, and standard pursuit materials.
• Help maintain organized libraries of reusable pursuit content, templates, final proposal files, and archived submissions.
• Support the preparation of shortlist/interview materials, including presentation files, team bios, project examples, leave-behinds, and rehearsal materials.
• Enter and update basic pursuit information in the CRM, including opportunity stage, sector, client, project type, submission date, shortlist status, and outcome as directed.
• Assist with tracking pursuit activity, proposal volume, content gaps, and post-pursuit documentation.
• Follow established pursuit, proposal, CRM, content management, and file organization processes.
• Communicate clearly with Brand + Marketing team members regarding assigned tasks, deadlines, missing information, and production needs.
• Help identify outdated content, missing materials, recurring issues, or process gaps and elevate them to the appropriate team member
• Ensure pursuit materials follow HFA brand standards and use approved templates.
• All other duties assigned.

• 0-2 years of experience in marketing, communications, proposal support, sales support, administration, project coordination, or a related field.
• Strong organizational skills and attention to detail.
• Strong proofreading, written communication, and verbal communication skills.
• Ability to manage deadlines, follow established processes, and complete assigned tasks accurately.
• Ability to collaborate in a team environment and communicate professionally with internal stakeholders.
• Ability to learn HFA's sectors, services, clients, pursuit process, and brand standards.
• Self-starter who is responsive, dependable, well organized, and eager to support deadline-driven work.
• Experience using Microsoft Office required.
• Experience using Adobe Creative Suite, CRM systems, Asana, or professional services marketing tools preferred.
• Interest in A/E/C marketing, business development, proposals, or SMPS professional development encouraged.