Proposal Marketing Coordinator

$60,000 - $110,000/Yr

Rudolph And Sletten - Irvine, CA

Full-time

Irvine, CA

Construction of Buildings

About the position

The Proposal/Marketing Coordinator at Rudolph & Sletten is a pivotal role responsible for the overall planning, collaboration, and preparation of business development materials. This includes creating information packages, prequalification documents, proposal packages, and presentation/interview materials under the guidance of the Marketing/Business Development Manager. The position is highly deadline-driven, requiring a solid ability to multitask and manage various projects simultaneously. The Coordinator will ensure the quality and timeliness of all work products, interfacing with internal staff such as other Marketing Coordinators, Business Development Executives, Vice Presidents, Project Executives, Project Managers, Estimators, and external consultants as needed during the proposal and interview preparation process. In this role, the Coordinator will independently plan and execute proposal production, ensuring consistency in branding, format, and content. They will work closely with internal team members across all regions and external consultants to prepare and collaborate on proposal and interview materials. The Coordinator will lead the process to ensure that outside departments and external consultants/architects adhere to deadlines and Rudolph & Sletten's branding guidelines to create winning submissions. Additionally, they will oversee the writing, quality control, and editing of proposal content, assisting in the continuous improvement of proposal and interview content. The Coordinator will also be responsible for compliance with corporate standards for internal and external materials and marketing-driven procedures. They will assist Business Development Executives, Vice Presidents, and Project Executives with inputting data into the Microsoft Dynamics 360 database for weekly business development lead tracking updates. Furthermore, they will maintain project information and employee resumes in the CRM database, collaborate with Corporate Communications to manage the photography database, and oversee local maintenance of marketing equipment and supplies for proposals. The role may also involve coordinating and potentially attending special events, participating in weekly departmental conference calls, and engaging in company training as required. Additional duties may be assigned by the Marketing/BD Manager or Business Development Executives.

Responsibilities

• Independently plan and execute proposal production, ensuring consistency in branding, format, and content.
• Work closely with internal team members and external consultants in the preparation and collaboration of proposal and interview materials.
• Lead the process to ensure outside departments and external consultants/architects are following deadlines and branding guidelines to create winning submittals.
• Proactively oversee the writing, quality control, and editing of proposal content.
• Assist in the continuing improvement of proposal/interview content.
• Oversee compliance with corporate standards for internal/external materials and marketing-driven procedures.
• Assist Business Development Executives, Vice Presidents, and Project Executives with Microsoft Dynamics 360 database input for weekly business development lead tracking updates.
• Continuously input, maintain, and manage project information and employee resumes in Microsoft Dynamics 360 CRM database.
• Collaborate with Corporate Communications to maintain the photography database.
• Manage local maintenance of all marketing equipment and supplies for proposals.
• Assist with the coordination of and potential attendance at special events.
• Actively participate in weekly departmental conference calls with other offices.
• Participate in company training as required.
• Perform any additional duties as directed by the Marketing/BD Manager or Business Development Executives.

Requirements

• Preferred construction or other A/E/C industry experience - large, multi-office firm experience.
• Ability to work independently and effectively in a fast-paced environment with the ability to meet strict deadlines.
• Ability to manage and prioritize multiple tasks simultaneously.
• Ability to work in a decentralized team environment while located in a regional office.
• Well-organized, extremely detail-oriented, and self-starter.
• Excellent verbal and written communication skills.
• Excellent grammatical, proofreading, and editing abilities.
• Knowledge of graphic design principles and experience translating ideas into visual graphics.
• Strong computer literacy (word processing, graphics, and database).
• Ability to quickly learn new software programs.
• Ability to handle proprietary and confidential information.
• Knowledge of Construction or AEC industry and marketing fundamentals.
• Reliable, dependable, and punctual.
• Well-developed interpersonal skills, with the ability to work independently.

Nice-to-haves

• Experience managing the proposal process - decentralized team experience a plus.