AEC Proposal Coordinator

Position Summary

The AEC Proposal Coordinator will lead the end‑to‑end development of high‑quality compliant proposals to federal and non-federal clients. Primary responsibilities will include managing proposal solicitation response schedules, pursuit team assignments, and compliance while supporting win themes and strategic messaging in collaboration with capture and technical leaders. The AEC Proposal Coordinator will coordinate content development, write and edit non-technical proposal sections, customize resumes and project sheets, and oversee graphics and layout to meet Bodwé’s brand and client’s standards. The AEC Proposal Coordinator will lead color reviews, perform final quality and compliance checks, and manage printing and electronic submissions. AEC Proposal Coordinator will also facilitate clear communication across internal teams and partners and support early capture planning and interview preparation.

Accommodation Requests

We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. If reasonable accommodation is needed to participate in the job application or interview process, contact our HR Director (April Hawkins) at 269-927-0144 or careers@bodwegroup.com

Essential Duties and Responsibilities

The following inexhaustive list of duties represents a sample of work routinely performed by this role:

Proposal Development

• Manage the full proposal lifecycle from kickoff to submittal.
• Track deadlines, requirements, and deliverables to ensure a compliant response.
• Develop and manage the proposal schedule and assignments.

Technical Compliance

• Closely analyze solicitation documents; identify compliance requirements, evaluation criteria, forms, certifications, and submission standards.
• Create compliance matrices to ensure all instructions are met.
• Work with technical teams to ensure content aligns with client’s standards.
• Closely analyze solicitation documents; identify compliance requirements, evaluation criteria, forms, certifications, and submission standards.
• Create compliance matrices to ensure all instructions are met.
• Work with technical teams to ensure content aligns with client’s standards.

Support Content Strategy and Win Themes

• Conducting both external and internal client research, including reviewing the client’s background as well as our firm’s past work and project history with the client.
• Collaborate with Capture Director, Market Leaders, and leadership to identify and implement win strategy, differentiators, and value propositions.
• Shape the narrative to align with client needs, pain points, and evaluation scoring.
• Promote consistency and strategic messaging across all sections and team members.

Write, Edit, and Refine Proposal Content

• Work with technical staff to gather technical content.
• Facilitate kickoff meetings, color reviews, quality checks, and compliance checks.
• Manage and customize resumes, project descriptions, and org charts.
• Draft nontechnical sections such as cover letters, firm overview, project sheets, etc.
• Edit and improve technical content for clarity, persuasiveness, and readability.
• Ensure tone, structure, and style align with the Bodwé’s brand and client expectations.

Develop Graphics and Layout

• Work with graphics or independently to produce graphics, infographics, org charts, and tables that clearly communicate key messages.
• Follow branding guidelines and ensure consistent formatting.
• Prepare final production files, ensuring print and digital versions meet client’s and Bodwé’s specifications.

Quality Assurance and Final Production

• Lead color reviews and incorporate feedback.
• Conduct final compliance checks and ensure all forms, certifications, and attachments are complete.
• Manage printing, packaging, and electronic upload submissions.

Partner, Sub, and Client Communication

• Coordinate with partners, and subs in obtaining non-fee and non-technical collateral necessary for submission.
• Ensure all stakeholders understand deadlines, required inputs, and responsibilities.
• Monitor communications from the client for addenda or updates.

Support Business Development

• Assist in capture planning and research prior to the RFP release.
• Prepare materials for interviews, shortlist presentations, and debriefs.

Education, Experience, and Technical Skills

Required Education, Experience, and Technical Skills

• Bachelor’s degree or higher in business, English, journalism, communications, or a related field.
• Three (3) years of federal proposal experience
• Three (3) years of proposal coordination experience in AEC industry
• Proficiency in Adobe Creative Suite (specifically, InDesign), Open Asset and CRM systems
• Proficiency in Microsoft Office suite, including Word, Excel, Outlook, SharePoint and MS Teams
• Excellent written and verbal communication skills, superb organizational abilities along with strong attention to detail
• Ability to work under multiple strict deadlines and compressed schedules
• Manage multiple priorities and deadlines while meeting quality standards and on-time delivery
• Demonstrated ability to interact in a cooperative and effective manner
• Self-motivated with the agility to multi-task
• Ability to work independently, take initiative, set priorities, and see projects through to completion
• Customer service oriented
• Ability to work with technical Subject Matter Experts, understand and interpret solicitations/RFPs and provide guidance and suggestions
• Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel
• Must have or be able to obtain and maintain a valid driver's license

Preferred Education, Experience, and Technical Skills

• Technical writing and editing experience
• Familiarity with Sam.gov or GovWin

Working Environment

This position operates in a professional office setting. The role routinely uses standard office equipment such as computers, phones, printers, and photoco