Proposal coordinator

We are seeking a highly motivated Proposal Coordinator for employment at one of our main offices (Ann Arbor, MI; Los Angeles, CA; Oakdale, MN; Washington, DC). Our ideal candidate is organized, detail-oriented, a fast learner, calm under pressure, enthusiastic, and a people person.

The successful candidate will help us expand our marketing team and grow LimnoTech by working closely with our Marketing Manager and Senior Marketing and Proposal Specialist. The candidate will provide value to our business development efforts by leading and developing proposals, in collaboration with technical team members, to obtain new work for LimnoTech so we can serve our clients.

This is a 40-hour per week, in-person position.

Responsibilities

• Help develop, maintain, and champion LimnoTech’s proposal workflow procedures and processes, and implement these processes from beginning to end (go/no-go and initiation to submittal/interview)
• Support business development leaders in identifying new opportunities by tracking and managing our accounts with organizations listing RFP opportunities
• Drive and coordinate the proposal development process
  • Review RFIs/RFPs/RFQs for proposal production/documentation guidelines and work with the proposal lead/manager to develop production schedules
  • Schedule meetings and track the completion of staff and subcontractor assignments
  • Facilitate communications between project staff and other staff regarding proposal development
  • Coordinate with subcontractors (or prime contractor) on schedules and materials
• Co-lead (with technical team members) the completion and submittal of high-quality proposals within strict deadlines
  • Fill out and review proposal forms and ensure completeness and accuracy
  • Ensure all proposal requirements are met
  • Proofread, prepare review drafts, and do final editing
  • Package proposal to ensure a professional look and effective messaging
  • Manage the final production and submission of all proposals in accordance with requirements and strict deadlines
• Maintain and improve internal marketing and proposal materials
  • Maintain proposal templates and help build material/content libraries
  • Track and manage electronic proposal files and archives
  • Compile materials for proposals and work with staff to complete updates (resumes, biosketches, project profiles, headshots, logos, firm overviews, other boilerplate content)
• Other marketing and business development support as needed

Qualifications:

• Bachelor’s Degree in Marketing, Communications, Journalism, English, Public Relations, Business, Environmental Science, or a related technical discipline (degrees in other specialties are acceptable if relevance and experience can be demonstrated)
• 1-4 years of relevant experience
• Excellent verbal and written communication skills
• An eye for detail, not accepting average or okay, and taking personal pride and responsibility for all aspects within your control
• Proficiency in Microsoft Excel, Word, and PowerPoint. Proficiency or familiarity with Adobe Creative Cloud Apps (InDesign, Photoshop, Acrobat Pro) is a plus.
• Familiarity with AI platforms and tools (i.e., Chat GPT, Claude, Gemini, etc.) and AI-enabled proposal development workflows.
• A methodical approach to tasks and coordination
• Good at building strong relationships
• Ability to work positively under pressure and deliver quality products while meeting tight deadlines
• An experienced and efficient multitasker
• Interest and/or experience with business development is a plus
• Must be legally able to work in the U.S. for any employer (proper documentation is required).

Compensation
LimnoTech rewards high achievement within a supportive working community. Individual achievement is rewarded through a unique merit review process based on recommendations from colleagues at all levels of the company, plus positive feedback from clients. This system drives pay increases and opportunities for increased project and corporate responsibility. We track individual progress annually to ensure competitiveness within our industry and identify opportunities for targeted professional development. The salary for this position will be determined based on the candidate’s years and type of experience, office location, and fit with job requirements, and is expected to range between $55,000 and $78,000 annually.

Our company culture focuses on giving our people opportunities to improve and grow through training, conferences, workshops, seminars, and participation in professional organizations. We also favor more personal, self-directed career planning over traditional performance evaluations. We encourage a mix of mentoring and proactive self-management so individuals can explore and create work opportunities that further their careers.

In addition to highly competitive compensation, LimnoTech offers an outstanding benefits package, including medical, dental, and vision coverage, 401k plan with company match, an employee stock ownership program (ESOP), flexible benefits program, medical leave, and more.