We're looking for a Proposal Coordinator who is equal parts organizer, problem-solver, and team player. You'll be at the heart of HFA's pursuit process, helping transform opportunities into winning proposals, presentations, and client experiences. Working with marketers, business developers, and industry experts, you'll help keep things moving, deadlines on track, and deliverables looking their absolute best. If you're detail-oriented, eager to learn, and energized by fast-paced, collaborative work, you'll fit right in.
About HFA – Employee Owned. People Powered.
HFA is a 100% employee-owned multidisciplinary architectural, engineering, and interior architecture firm who thrives in a people-first environment. Employee ownership isn’t just a structure – it’s a mindset that fuels everything we do. This mindset empowers us to think beyond our roles, pushing us to find innovative solutions that strengthen our client relationships and deepen our connections with our people internally. We believe that our people are our greatest asset which aligns with our culture code: We aspire to be a people-first culture of empowerment where talent thrives.
The ownership mindset also means that every team member is personally invested in the success of our projects and clients. This approach ensures that every decision aligns with our purpose: Leading our clients to fulfill their vision while building lasting partnerships.
With our focus on our people, we offer competitive salaries and a comprehensive benefits package including medical, dental, vision, disability, and life insurance, a 401(k) with company match, an employee stock ownership plan (ESOP), and a flexible work schedule. We provide our team members with professional development opportunities and learning stipends to pursue professional growth, and we take any chance we can get to recognize and reward our people for their amazing work.
Job Duties:
- Support active pursuits by organizing proposal files, schedules, checklists, deadlines, and required materials.
- Assist with RFP/RFQ review by identifying basic requirements, due dates, forms, submission instructions, and requested content.
- Help gather resumes, project descriptions, references, forms, images, standard firm information, and other pursuit-related content.
- Support proposal and qualifications package development through formatting, proofreading, quality checks, production, and submission logistics.
- Coordinate with internal contributors to collect assigned content and follow up on missing information as directed.
- Assist with updates to resumes, project sheets, boilerplate language, firm information, and standard pursuit materials.
- Help maintain organized libraries of reusable pursuit content, templates, final proposal files, and archived submissions.
- Support the preparation of shortlist/interview materials, including presentation files, team bios, project examples, leave-behinds, and rehearsal materials.
- Enter and update basic pursuit information in the CRM, including opportunity stage, sector, client, project type, submission date, shortlist status, and outcome as directed.
- Assist with tracking pursuit activity, proposal volume, content gaps, and post-pursuit documentation.
- Follow established pursuit, proposal, CRM, content management, and file organization processes.
- Communicate clearly with Brand + Marketing team members regarding assigned tasks, deadlines, missing information, and production needs.
- Help identify outdated content, missing materials, recurring issues, or process gaps and elevate them to the appropriate team member
- Ensure pursuit materials follow HFA brand standards and use approved templates.
- All other duties assigned.
