Marketing And Proposal Coordinator

Job Purpose

The Marketing and Proposal Coordinator will function as lead of all proposal and marketing initiatives for Rohadfox Construction Control Services Corporation (RCCSC). The Marketing and Proposal Coordinator is responsible for developing, organizing, and coordinating all activities involved in the document preparation of Requests for Information (RFI), Requests for Qualifications (RFQ), Requests for Proposals (RFP), and Letters of Interest (LOI) to clients including proposals, qualification packages, government standard forms, project descriptions, resumes, and other custom marketing materials as required. This position reports to the Executive Vice President and receives assignments from the VP of Client Services, Division Directors, Business Development Managers, and the President. The position supports business development activities across the corporation in all market sectors, including aviation, transit, transportation, water/wastewater, and facilities.

Required Skills:

• Excellent writing, editing, and proofreading.
• Exceptional organizational and communication skills.
• Strong attention to detail, critical thinking skills, and a keen sense in application of graphic design concepts.
• Professional interpersonal skills that solicits responsiveness from others.
• Flexibility, responsiveness, and confidence in handling multiple deadlines and accommodating shifting priorities.
• Evenings and weekend work may be required to meet proposal deadlines.

Job Duties/Responsibilities

• Proposal Process Management: Oversee the end-to-end proposal process, ensuring timely, accurate, and high-quality submissions.
• Lead Proposal Kick-Off Meetings: Organize and facilitate kick-off meetings to align team members on proposal objectives, timelines, and responsibilities.
• Submitting Information to Prime Firms: Coordinate and submit necessary information to prime firms during proposal or project bid processes.
• Email Campaigns & LinkedIn Posts: Develop and execute email marketing campaigns and manage LinkedIn posts to promote company updates and achievements.
• Resume Formatting: Format and standardize employee resumes for inclusion in proposals and marketing materials.
• Business Cards Management: Oversee the ordering, design, and distribution of business cards for employees.
• Project Sheets Creation: Develop and maintain project sheets that highlight completed work and showcase the company’s capabilities for proposals.
• Marketing Materials (Apparel & Merchandise): Manage the design and procurement of marketing materials such as apparel, promotional items, and branded merchandise.
• Vendor Registrations: Complete and maintain registrations with vendors and online platforms to ensure eligibility for project bids.
• Company Newsletter: Create and distribute the company newsletter, highlighting key updates, projects, and accomplishments.
• Presentation Development: Design and develop professional presentations for internal and external use.
• SF330 Forms: Complete and submit Standard Form 330 for federal government proposal submissions.
• Formatting and Branding Company Forms: Ensure all company forms are properly formatted and consistently branded according to company standards.
• Monitor and Manage Online RFPs: Monitor and manage online Requests for Proposals (RFPs), ensuring all submission deadlines and requirements are met.
• Create and Manage Fact Sheet for RFP: Develop and maintain a fact sheet summarizing key company information for use in RFP responses.
• Developing and Maintaining Standard Operating Procedures (SOPs): Create, implement, and regularly update standard operating procedures to ensure consistency, efficiency, and compliance across all company operations. Ensure that SOPs are clearly documented, accessible, and adhered to by all relevant personnel.
• Marketing Reporting: Compile and analyze marketing performance data, including metrics such as campaign effectiveness, social media engagement, website traffic, and ROI, to evaluate the success of marketing initiatives and guide strategy adjustments.

Minimum Experience and Education:

• Bachelor’s degree in business, marketing, communications or equivalent.
• Prior A/E/C experience required. 8-10 years’ experience in proposal management.
• Intermediate to advanced level of proficiency in Adobe Creative cloud (InDesign, Photoshop, Illustrator) and Adobe Acrobat Pro DC
• Microsoft Suite (Word, Excel, PowerPoint, Publisher, Visio)