Proposal Specialist

Webuildidaho; Boise, Northern (ID, KY); Hybrid; USD 80,000 - 110,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401(k) with match

Paid holidays

Job summary

McMillen, Inc. is seeking a seasoned Proposal Specialist to lead complex proposal efforts, qualifications packages, and client-focused materials within the Marketing team.

You will partner with Business Development, operations, and technical staff to craft compliant, compelling proposals that align with strategic growth objectives. The role emphasizes independent leadership, continuous improvement of tools and processes, and collaboration across departments to deliver high-quality pursuit

Qualifications

• Bachelor's degree in Marketing, Communications, Journalism, English, Business, Public Relations, or related field; or 5–7 years in AEC proposal.
• Experience managing complex proposals from kickoff through final submission.
• Experience coordinating multidisciplinary teams under deadlines.
• Strong MS Office, especially Word, PowerPoint, Excel, Outlook, Teams.

Responsibilities

• Lead development and delivery of complex proposals and related collateral.
• Manage multiple pursuits with schedules, compliance, deadlines, quality.
• Coordinate kickoff meetings, schedules, and contributor readiness.
• Collaborate with BD, operations, technical staff, and marketing leadership.
• Analyze RFQs/RFPs to identify requirements and risks.
• Write, edit, format proposal content for clarity and messaging.
• Develop layouts, presentations, and pursuit materials consistent with brand.

Skills

Proposal strategy

Writing

Editing

Project management

Collaboration

AI tooling

MS Office

Education

Bachelor's degree in Marketing/Communications/English

Tools

Cosential/Unanet CRM

InDesign

Canva

Smartsheet

Trello

SharePoint

PowerPoint

Word

Excel

Job description

Design a career and build your future... Because it matters!

Proposal Specialist

McMillen, Inc. is seeking an experienced, collaborative, and highly organized Proposal Specialist to join our growing Marketing team.

The Proposal Specialist leads complex proposal efforts, qualifications packages, presentations, interview materials, and other pursuit-related marketing collateral. The role partners with Business Development, technical staff, Operations, Communications, and Marketing leadership to develop compelling, compliant, and client-focused proposals that support McMillen's strategic growth objectives.

The Proposal Specialist operates with a high degree of independence and serves as a technical proposal resource within the Marketing Department. This position leads complex pursuits, supports proposal strategy development, facilitates pursuit activities, and contributes to continuous improvement of proposal tools, processes, and systems.

Who we are: McMillen, Inc. designs and builds solutions that shape the future of water resources. As an employee-owned firm, we take pride in every project because we know our work truly matters. Our people thrive on solving complex challenges, pushing boundaries, and refining their craft. We don’t look for the complacent or the comfortable. We seek problem solvers, innovators, and experts who are always striving to be better. We support continuous learning, cutting-edge technology, and a balanced work-life environment so our employees can build careers they’re proud of.

We are focused in the dams, energy, fisheries, natural resources, and infrastructure markets. Our people integrate engineering, environmental, and construction expertise to deliver practical, results-driven outcomes. From concept to completion, projects are guided through feasibility studies, permitting, design, construction, and commissioning, ensuring technical precision and real-world functionality.

Responsibilities

• Leads the development, coordination, production, and delivery of complex proposals, qualifications packages, presentations, interview materials, and other pursuit-related marketing collateral.
• Manages multiple concurrent pursuits while maintaining schedules, compliance requirements, deadlines, and production quality.
• Facilitates proposal kickoff meetings, establishes schedules, coordinates contributors, and drives accountability throughout proposal development.
• Collaborates with Business Development, Operations, technical staff, and Marketing leadership to develop win themes, differentiators, and client-focused messaging.
• Analyzes RFQs, RFPs, SOQs, and procurement documents to identify compliance requirements, evaluation criteria, and pursuit risks.
• Coordinates content development from technical staff, teaming partners, subcontractors, and pursuit stakeholders.
• Writes, edits, proofreads, and formats proposal content while strengthening clarity, responsiveness, and strategic messaging.
• Develops proposal layouts, presentations, and pursuit materials while ensuring consistency with McMillen brand standards.
• Supports interview preparation through presentation development, rehearsal coordination, and production of interview materials.
• Serves as a technical resource to Proposal Coordinators and Senior Proposal Coordinators regarding proposal best practices, compliance, production, and content development.
• Maintains proposal assets including resumes, project descriptions, photography, and pursuit content within Cosential/Unanet CRM.
• Participates in pursuit debriefs and continuous improvement efforts to strengthen future proposal performance.
• Identifies opportunities to improve proposal workflows, templates, tools, systems, and AI-assisted processes.
• Regular, predictable attendance is required.
• Ability to get along and work effectively with others.

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Bachelor's degree (B.A.) from a four-year college or university in Marketing, Communications, Journalism, English, Business, Public Relations, or a related field; or five to seven years of progressively responsible proposal development, marketing, or communications experience within the Architecture, Engineering, and Construction (AEC) industry; or an equivalent combination of education and experience.

Required Experience

• Demonstrated experience managing complex proposals from kickoff through final submission, including strategy development, compliance management, content development, scheduling, production, and delivery.
• Experience managing multiple concurrent pursuits and coordinating multidisciplinary teams in a deadline-driven environment.
• Strong proposal strategy, writing, editing, proofreading, facilitation, organization, and project management skills.
• Experience developing client-focused messaging, win themes, differentiators, and proposal strategies.
• Strong working knowledge of Microsoft Office Suite, particularly Word, PowerPoint, Excel, Outlook, and Teams.
• Experience with Adobe InDesign, Canva, Cosential/Unanet CRM, Smartsheet, Trello, SharePoint, and related proposal management tools.
• Strong visual communication and document layout abilities with excellent attention to detail.
• Experience leveraging AI tools responsibly to improve proposal strategy, efficiency, research, and content development.
• Demonstrated professionalism, accountability, leadership, and continuous improvement mindset.

Preferred Experience

• Experience supporting Architecture, Engineering, and Construction (AEC) firms specializing in water resources, dams, hydropower, fisheries, environmental engineering, civil infrastructure, or construction.
• Experience supporting Design-Build, Progressive Design-Build, CM/GC, CMAR, or other alternative delivery pursuits.
• Experience developing interview presentations, facilitating rehearsals, and supporting pursuit interviews.
• Experience mentoring proposal professionals and coordinating cross-functional pursuit teams.
• Experience working within a matrixed organization supporting multiple offices, markets, disciplines, and technical teams
• To perform this job successfully, an individual should have advanced knowledge of the Microsoft Office Suite, Smartsheet, Trello, InDesign, Cosential/Unanet CRM, and other project management and collaboration tools. Knowledge of standard office equipment and software is required, which includes: internet, email, copy machine, and telephone.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The inability to cope with a stressful work environment does not constitute a protected disability.

While performing the duties of this job, the employee is frequently required to sit. The employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Must be able to travel with luggage and be able to transport materials and personal overnight supplies. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Compensation Package

• Pay Range: DOE
• Benefits: McMillen provides a full Benefits Program comprising medical, dental, vision, life, disability, FSA, EAP, HSA, 401(k) and match, 9 paid holidays, generous PTO, opportunity for stock ownership, and wellness reimbursement.

EEO

McMillen, Inc. is an EEO/Affirmative Action Employer and will make all employment related decisions without race, color, religion, sex, national origin, disability or protected veteran status.

Visa sponsorship, including renewal during employment, will not be provided for this position.

Equal Opportunity Employer, including disabled and veterans.