Marketing and Proposal Coordinator

This position will coordinate and manage aspects of marketing and proposal management for the organization. This role is responsible for working with a team of professionals with a focus on project leads, managing proposal and CRM data. This will include refining and maintaining processes and procedures in direct support of the business development and marketing effort as well as providing varied administrative support services and office management duties. Candidate should be a responsible, self-motivated, and efficient individual with good work ethic. 

ESSENTIAL FUNCTIONS
Manage the RFP/RFQ/Fee Proposal process and provide content and development support to produce high-quality, responsive deliverables in collaboration with technical staff.
Responsible for the production, editing and proofing of RFP/RFQ/Letters of Interest responses, presentations, articles, posts, and other materials. 
Manage and maintain current and accurate data within CRM database.
Prepare standard and ad hoc reports to inform and assess.
Assure data is current for project pages and professional resumes. 
Maintain proposal files and marketing related data in digital and physical archives and hard copy for future reference.
Maintain and organize all digital marketing records including media articles, project photography, project pages, firm bios, resumes, client lists, and award records.
Provide proofreading and editing support for external documents. 
Communicates with supervisor for project guidance and status.
Provides general clerical assistance as needed for all staff. 
Provides on-going database entry and maintenance in CRM and Project Management software, and electronic file maintenance for projects.
Reviews job file data on a scheduled and as-needed basis for accuracy and consistency. 
Enters and updates contacts; verifies client addresses. 
Assists Business Development & Marketing with proposal preparation in Adobe InDesign, QA/QC on 
reports, document reviews.  
Routinely communicates with employees (all offices), clients, and vendors
Maintains a professional demeanor at all times
Greets all clients, vendors, salespersons, and visitors 
Keeps up with office and shipping supplies, ordering when low for all offices
Ensures client contract/agreement has been completed for each job and signed copy is filed accordingly. 
Works with UPS, USPS, and FedEx to coordinate shipping, checks and disperses mail
Coordinates with HR for new employee onboarding for branch offices
Coordinates with building and maintenance managers for any related needs for branch offices
Occasionally runs errands such as delivering engineering plans to clients
Performs other incidental and related duties as required and assigned
Occasionally travels to branch offices
KNOWLEDGE, SKILLS, & ABILITIES
Microsoft Office - Word, Excel, Power Point, Outlook
Adobe Creative Suite - with particular skills in InDesign, Illustrator,  and Photoshop.
Adobe Acrobat Pro
General database knowledge: ability to manage and associate data (prior experience in a CRM database is a plus)
Excellent communication skills, both written and oral
Ability to enter data accurately, review and edit documents for proper grammar, when necessary.
Ability to complete work thoroughly and in a timely manner.
Must be a self-starter.
Candidates must be capable of self-sufficiency and working on all aspects of projects.
Valid dWiver’s license.
EDUCATION AND EXPERIENCE
College Degree in Marketing, Communications, Graphic Design, or Business Administration or
High School Diploma with minimum 5 years of experience in administrative assistance, office management, and proposal drafting duties within the A/E industry.