Proposal & Marketing Coordinator

The Hfw Companies - Dallas, TX

Full-time - Mid Level

Remote - Dallas, TX

Professional, Scientific, and Technical Services

About the position

HFW Companies is seeking a driven Proposal & Marketing Coordinator to be at the forefront of crafting winning responses for business opportunities in the architecture, engineering, and construction industry across a network of 10 firms. This role is designed for a dynamic and ambitious individual ready to take on the challenge of shaping the future of infrastructure engineering and surveying projects. As a key player in our team, you will collaborate with internal stakeholders to create compelling proposals that set us apart from the competition. Your responsibilities will include harnessing the power of cutting-edge AI technology, designing eye-catching graphics, and delivering impactful presentations, all of which are instrumental in securing success from pre-RFP all the way to post-submission. Reporting directly to the Director of Business Development, you will have the opportunity to lead the charge in prioritizing assignments, driving collaboration to produce top-tier proposals, managing review processes with finesse, overseeing final draft production, and ensuring that submissions meet the highest standards. If you are a strategic thinker with a knack for balancing the big picture with meticulous attention to detail, thrive in a fast-paced and dynamic proposal development environment, and are ready to make a real impact, then we want to hear from you!

Responsibilities

• Perform detailed analysis of bid documents (SOW, PWS, etc.) and specifications for public sector projects to determine solicitation and scope requirements.
• Work with internal stakeholders to prepare high-quality, accurate documents following agreed strategy and expectations under the pressure of changing timelines.
• Prepare innovative, complete, detailed proposals and required summaries; proposal outlines and response templates using evaluation criteria and preparation instructions; personnel resumes and project summaries; required forms and supporting questionnaires; and develop and manage proposal schedules and deadlines.
• Develop data calls for technical personnel and subcontractors/teaming partners to support proposal development; incorporate material provided by subcontractors/teaming partners into response documents.
• Write non-technical proposal content (management, personnel, past performance).
• Manage multiple simultaneous proposal tasks sometimes with rapid turnaround deadlines.
• Provide input to other cross-functional departments about prospect requests.
• Develop and share best practices with team members to enhance quality and efficiency.
• Ensure quality and compliance of final proposal documents and ensure proposals are free of grammar, spelling, and typographical errors.
• Work closely with internal team to support capture planning activities, such as competitive analysis and client research.
• Solicit inputs from and/or interview technical subject matter experts (SMEs) and draft compelling, compliant proposal content.
• Provide regular updates to management, operations, and support staff regarding the proposal process.

Requirements

• 5 or more years of public sector proposal coordination experience.
• Advanced familiarity with RFI/RFP processes and procedures.
• Bachelor's degree in Communications, Business, Marketing, English, Public Relations, or a related field or combination of years of experience and equivalent training (preferred).
• Strong written communication skills demonstrated by progressively greater responsibilities.
• Comfort-level ability with utilizing AI in marketing and proposal development.
• Editing and templating competencies.
• Excellent proficiency in MS Office products (primarily Word, Excel, and PowerPoint).
• Knowledge of Adobe Illustrator, Photoshop, and InDesign.
• Ability to work with colleagues (including executive level) with varying levels of proposal experience and maintain courteous and professional working relationships.
• Ability to prioritize and manage competing priorities with minimal supervision in a dynamic, deadline-driven environment.

Benefits

• Health insurance
• 401(k) matching
• Flexible Time Off
• Semi-annual bonus
• Comprehensive medical coverage plans