Proposal Coordinator

Department: Administration

Employment Type: Full Time

Location: Dayton, OH

Reporting To: Erica Jones

Description

• Lead and coordinate proposal and qualification submittals from kickoff through delivery.
• Partner with technical teams to develop compelling, client-focused content.
• Ensure every deliverable reflects HEAPY's brand, quality standards, and commitment to exceptional client service.
• Help strengthen our proposal library, marketing resources, and pursuit processes through continuous improvement.

• 2-year degree in Marketing, Communications, English, Journalism, Business, or a related field; or an equivalent combination of education, experience, and/or 4-year degree in a related discipline. 2- 4 years of relevant experience in proposal coordination, marketing, or administrative roles within the AEC (Architecture, Engineering, and Construction) industry preferred.
• Develops and delivers compelling, compliant, and brand-aligned proposals and marketing materials by coordinating internal resources, managing timelines, and contributing to pursue strategy and messaging.
• Fosters strong collaboration across technical and marketing teams to ensure timely, high-quality submissions that reflect HEAPY’s values, strengths, and client-focused solutions.
• Maintains and enhances content libraries, tools, and processes to improve efficiency, accuracy, and consistency across all proposal and marketing deliverables.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Creative Cloud (InDesign strongly preferred)
• Familiarity with CRM systems and collaborative platforms such as Deltek Vantagepoint, Smartsheet, or SharePoint is a plus.
• Strong writing, proofreading, formatting, and editing skills with a keen eye for detail and consistency.
• Demonstrated ability to manage deadlines, coordinate inputs from multiple stakeholders, and support the development of polished, persuasive proposals and marketing materials.

Key Responsibilities

• Coordinates and produces proposals, qualifications packages, presentations, and other marketing collateral that align with HEAPY’s brand, client needs, and business development goals.
• Collaborates with technical teams, marketing, and business development to gather, edit, and synthesize content for compelling pursuit responses.
• Applies established standards, templates, and branding to ensure consistency and quality across deliverables.
• Maintains and updates resume, project, and boilerplate databases to ensure accurate, relevant, and up to-date content for reuse.
• Participates in project planning, including proposal kickoffs, schedules, and internal deadlines; tracks inputs and follows up to keep progress on target.
• Provides writing, proofreading, formatting, and layout support to enhance the readability, clarity, and visual impact of final materials.
• Supports client-facing deliverables and presentations to help position HEAPY’s value and capabilities.
• Engages in continuous improvement by evaluating and enhancing proposal tools, content, and processes.
• Participates in professional development and internal knowledge sharing; seeks feedback and applies lessons learned.
• Supports HEAPY’s Vision, Mission, and Colleague First culture by contributing to a collaborative, service minded team environment.
• Additional responsibilities as requested/needed.

Physical Demands & Work Environment

• Ability to remain sedentary at a workstation for extended periods while operating a keyboard and using a computer screen.
• Ability to operate a mouse, stylus, or similar tool to make precise edits to digital documents and visual layouts.
• Ability to view and distinguish details on a computer screen, including variations in color, contrast, and brightness for design and formatting purposes.
• Ability to communicate in person, electronically, and via phone with other individuals. • Possession of reliable transportation to and from project sites.
• Ability to work in all elements of indoor and outdoor environments, which include the heat, cold, rain, snow, wind, etc.
• Ability to navigate different environments, which may include ascending/descending stairs or walking moderate distances during facility or site visits.
• Capable of working in physical positions that may include maneuvering oneself into different positions traditionally achieved by kneeling, sitting, standing, squatting, bending over, etc.
• Ability to lift, move, transport, or position items weighing up to 25 lbs. (e.g., marketing materials, displays, or printed proposals).
• Ability to apply established protocols and practices in a timely manner and follow safety guidelines for both the company and clients
• Ability to gather, organize, and evaluate information related to marketing efforts (Such as client pursuits or proposal documentation)

HEAPY Benefits

• Built for People, Not Just Projects – a collaborative, colleague-first culture where you can do your best work
• Thrive with HEAPY Benefits – premium medical, dental & vision coverage designed with you in mind
• Invest in Your Future – 401(k) with competitive contributions to help you plan ahead
• Be Rewarded for Your Impact – 10–15% annual bonus potential tied to company performance and your contributions
• Own Your Time – open PTO and paid sick time that gives you the flexibility to recharge when you need it
• Wellness Week – we hit pause the final week of the year so you can rest, reset, and reflect
• Feel Your Best – annual wellness benefit bonus focused on your overall well-being
• Grow with Purpose – annual professional development stipend to support your career goals