Proposal Coordinator

Matrix Design Group Proposal Coordinator

Matrix Design Group is seeking an experienced Proposal Coordinator to join our Marketing and Communications (MARCOM) team. Reporting to the Proposal Manager, this position plays a key role in supporting the firm's strategic business development and pursuit efforts across multiple markets and geographies.

The Proposal Coordinator is responsible for coordinating, developing, editing, and producing high-quality proposals, qualifications packages, interview materials, presentations, and marketing collateral in support of public and private sector pursuits. This role works closely with technical staff, project managers, business developers, firm leadership, and graphic designers to help position the firm for successful project wins.

The Proposal Coordinator plays a key role in supporting proposal strategy, coordination, and production from kickoff through submission. Working under the direction of the Proposal Manager, this position partners with technical teams and business development staff to develop high-quality, compliant proposals that reflect Matrix's brand and support winning pursuits.

The ideal candidate has a strong background in the AEC industry, and is highly organized, detail-oriented, collaborative, and capable of managing multiple concurrent deadlines in a fast-paced professional services environment. Strong communication, writing, formatting, and document production skills are essential, along with advanced proficiency in Microsoft Word and Adobe InDesign. Adobe InDesign experience is required. The successful candidate brings a proactive mindset, positive attitude, and willingness to support overall team success.

Essential Functions

• Coordinate with proposal team to prepare proposal submissions including formatting, layout, technical writing, editing, and proofreading
• Collaborate with the graphics team to create visually engaging proposal graphics, charts, tables, and other client-facing materials.
• Assist in preparing proposal content including qualifications, project write-ups, resumes, and client presentations
• Review and analyze Requests for Proposals (RFPs) and Requests for Qualifications (RFQs) and edit content for readability, consistency, clarity, compliance, and company branding standards
• Assist internal teams and outside consultants with proposal responses
• Manage proposal schedules by establishing priorities, coordinating information gathering, and ensuring on-time delivery of proposal submissions
• Prepare and assemble written and visual materials for client presentations and interviews
• Work independently and collaboratively within a team setting to support proposal-related projects assignments and initiatives
• Provide market sector business development and client maintenance support
• Manage proposal files, including network databases and SharePoint resources, and ensure file closeout procedures are followed
• As needed, assist with conference coordination, client databases and outreach, special events and client meetings
• Support additional marketing, proposal, and administrative activities as needed
• Create a positive work environment, demonstrate professionalism, and work collaboratively with colleagues to meet established goals and responsibilities

Qualifications

• Bachelor's degree in Business, Communications, Marketing, or related field, or equivalent experience
• Minimum of 6 years of proposal coordination, marketing, communications, or professional services experience
• AEC industry experience strongly preferred
• Advanced proficiency in Adobe InDesign and Microsoft Office Suite,
• Excellent writing, editing, proofreading, document formatting skills with strong attention to detail
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines
• Ability to work effectively both independently and collaboratively in a team-oriented environment
• Familiarity with CRM platforms, proposal management systems, and SharePoint preferred
• Valid driver's license in conjunction with successfully passing the Company's MVR

Core Competencies

• Strong organizational, interpersonal, and communication skills, both written and verbal
• Ability to work effectively both independently and collaboratively in a dynamic, deadline-driven environment, with a commitment to quality and attention to detail
• Understanding of layout, visual communication, and graphic presentation principles
• Ability to multitask, prioritize assignments, and adapt to changing priorities

Compensation and Benefits

Salary Range: $75,000 $95,000 annually, depending on location, qualifications and experience.

Locations: Colorado Springs, Denver or San Antonio

Matrix offers competitive compensation and benefits package including:

• Medical, dental, vision, disability, and life insurance
• Paid holidays and paid time off
• Professional development and training opportunities
• 401(k) program
• Employee Stock Ownership Plan (ESOP)
• Wellness initiatives, employee engagement programs, social committees, and community outreach opportunities

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds.

The noise level in the work environment is usually moderate.

Matrix Design Group, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, gender, color, religion, sex, national origin, or protected veteran status, and will not be discriminated against based on disability.

Any applicant with a qualifying physical or mental disability who believes they require reasonable accommodation for any part of the application process should contact us at 719-575-0100 for assistance.

The final compensation agreed upon is based on individual education, qualifications, experience, and work location.