Proposal Lead: Client-Focused Submittals

Heapy Engineering, Inc.; Columbus (OH); On-site; USD 52,000 - 76,000; Full time

Job summary

Heapy Engineering, Inc. in Columbus, OH is seeking a Proposal Coordinator to lead and coordinate proposal and qualification submittals from kickoff through delivery.

You will partner with technical teams to develop client-focused content and ensure every deliverable reflects HEAPY's brand and quality standards. The role involves strengthening the proposal library, managing timelines, and supporting pursuit strategy while maintaining content libraries and tools for efficiency.

Qualifications

• 2-year degree in Marketing, Communications, English, Journalism, Business, or related field; or equivalent combination of education, experience, and/or 4-year degree in a related discipline. 2-4 years of relevant experience in proposal coordination, marketing, or administrative roles within the AEC (Architecture, Engineering, and Construction) industry preferred.
• Develops and delivers compelling, compliant, and brand-aligned proposals and marketing materials by coordinating internal resources, managing timelines, and contributing to pursue strategy and messaging.
• Fosters strong collaboration across technical and marketing teams to ensure timely, high-quality submissions that reflect HEAPY’s values, strengths, and client-focused solutions.
• Maintains and enhances content libraries, tools, and processes to improve efficiency, accuracy, and consistency across all proposal and marketing deliverables.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Creative Cloud (InDesign strongly preferred)
• Familiarity with CRM systems and collaborative platforms such as Deltek Vantagepoint, Smartsheet, or SharePoint is a plus.
• Strong writing, proofreading, formatting, and editing skills with a keen eye for detail and consistency.
• Demonstrated ability to manage deadlines, coordinate inputs from multiple stakeholders, and support the development of polished, persuasive proposals and marketing materials.

Responsibilities

• Lead and coordinate proposal and qualification submittals from kickoff through delivery.
• Partner with technical teams to develop client-focused content.
• Ensure every deliverable reflects HEAPY's brand, quality standards, and commitment to exceptional client service.
• Help strengthen our proposal library, marketing resources, and pursuit processes through continuous improvement.
• Coordinates and produces proposals, qualifications packages, presentations, and other marketing collateral that align with HEAPY’s brand, client needs, and business development goals.
• Collaborates with technical teams, marketing, and business development to gather, edit, and synthesize content for compelling pursuit responses.
• Applies established standards, templates, and branding to ensure consistency and quality across deliverables.
• Maintains and updates resume, project, and boilerplate databases to ensure accurate, relevant, and up-to-date content for reuse.
• Participates in project planning, including proposal kickoffs, schedules, and internal deadlines; tracks inputs and follows up to keep progress on target.
• Provides writing, proofreading, formatting, and layout support to enhance readability, clarity, and visual impact of final materials.
• Supports client-facing deliverables and presentations to help position HEAPY’s value and capabilities.
• Engages in continuous improvement by evaluating and enhancing proposal tools, content, and processes.
• Participates in professional development and internal knowledge sharing; seeks feedback and applies lessons learned.
• Supports HEAPY’s Vision, Mission, and Colleague First culture by contributing to a collaborative, service minded team environment.

Skills

Proposal coordination

Technical writing

Collaboration

Project management

Attention to detail

Education

2-year degree in Marketing, Communications, English, Journalism, Business, or related field

Tools

Microsoft Office Suite

Adobe Creative Cloud (InDesign)

Deltek Vantagepoint

Smartsheet

SharePoint

Job description

Heapy Engineering, Inc. in Columbus, OH is seeking a Proposal Coordinator to lead and coordinate proposal and qualification submittals from kickoff through delivery.

You will partner with technical teams to develop client-focused content and ensure every deliverable reflects HEAPY's brand and quality standards. The role involves strengthening the proposal library, managing timelines, and supporting pursuit strategy while maintaining content libraries and tools for efficiency.