Position Overview
InNova Consulting, Inc. is seeking a highly organized and detail-oriented Proposal Coordinator to support the preparation, coordination, and submission of proposals, qualifications, and marketing materials for public and private sector clients. The ideal candidate will work closely with technical staff, project managers, and leadership to develop compelling, compliant, and high-quality pursuit documents that showcase InNova’s expertise and help drive business growth.
Key Responsibilities
- Coordinate the development, production, and submission of proposals, requests for information (RFIs), requests for proposals (RFPs), and requests for qualifications (RFQs).
- Manage proposal schedules, deadlines, and deliverables to ensure timely submissions.
- Review solicitation documents to identify compliance requirements, evaluation criteria, and submission instructions.
- Coordinate with technical staff to gather resumes, project descriptions, technical content, and supporting documentation.
- Edit, format, and proofread proposal documents for consistency, grammar, branding, and quality.
- Maintain and update proposal templates, resumes, project profiles, and marketing collateral.
- Collaborate with project managers and leadership to develop proposal strategies, win themes, and messaging.
- Prepare organizational charts, project schedules, staffing plans, and graphics to enhance proposal quality.
- Coordinate proposal reviews and incorporate comments from reviewers and subject matter experts.
- Submit proposals electronically through agency procurement portals and assist with hard-copy submissions when required.
- Track proposal opportunities, submission status, and results using internal business development systems.
- Support interview preparation, presentation development, and other business development initiatives.
Required Qualifications
- Bachelor’s degree in Marketing, Communications, Business, English, Journalism, or a related field, or equivalent professional experience.
- 2–5 years of experience coordinating proposals, marketing, or business development in the Architecture, Engineering, and Construction (AEC) industry.
- Strong proficiency in Microsoft Office Suite, particularly Word, PowerPoint, Excel, and Outlook.
- Excellent writing, editing, proofreading, and document formatting skills.
- Strong organizational skills with the ability to manage multiple deadlines simultaneously.
- Exceptional attention to detail and commitment to producing high-quality deliverables.
- Ability to communicate effectively with technical staff, leadership, and external partners.
- Ability to work independently while managing multiple priorities in a fast-paced environment.
Preferred Qualifications
- Experience preparing proposals for IDOT, CDOT, Illinois Tollway, Cook County, municipal agencies, and other public sector clients.
- Proficiency with Adobe InDesign, Photoshop, Illustrator, or Canva.
- Familiarity with Deltek Ajera or other CRM/business development platforms.
- Experience developing graphics, organizational charts, schedules, and presentation materials.
- Understanding of qualifications-based selection (QBS) procurement processes.
- Experience with SharePoint, OneDrive, Microsoft Teams, and collaborative document management systems.
Key Competencies
- Proposal coordination and document management
- Technical writing and editing
- Business development support
- Project coordination and scheduling
- Organization and attention to detail
- Time management and multitasking
- Graphic layout and document formatting
- Communication and collaboration
- Problem solving and critical thinking
- Quality assurance and compliance review
