Apply on Employer Site

HBK Engineering, LLC · 1 day ago

Engineering Proposal Coordinator

Oak Brook, IL

Full-time

Onsite

Entry, Mid Level

2+ years exp

HBK Engineering, LLC is a professional engineering design firm headquartered in Chicago, IL, known for delivering outstanding services across various engineering disciplines. The Proposal Coordinator is responsible for managing proposal development activities, ensuring compliance with client requirements, and maintaining a library of proposal content to support high-quality submissions.

ConsultingProduct DesignWeb Design

Responsibilities

Coordinate and develop assigned proposals end-to-end, including scheduling kick-off meetings, developing proposal matrices, and coordinating deliverables

Coordinate activities performed by internal resources, such as legal review of terms and conditions, content generation by technical teams and ensures that proposal timelines are adhered to

Collaborate with internal subject matter experts and other departments to gather technical and commercial content for pre-qualification packages, requests for information, letters of intent and proposals

Ensure proposal submissions align with client requirements and the company's proposal standards

Collaborate with Commercial/Strategy team to monitor and report on engineering opportunities with key customers. Maintains and updates proposal statuses, key milestones, and outcomes in the CRM system to ensure accurate reporting and pipeline visibility

Support both leadership and contributor roles on proposals, depending on the opportunity and team structure

Occasionally support other team members on larger or cross-functional efforts

Develop and maintain a centralized library of proposal content, templates, and visuals for consistent and efficient reuse

Maintain and update supporting materials such as project profiles, resumes, and boilerplate sections to reflect the latest company experience and capabilities

Implement and manage file structures and documentation standards to ensure consistency and version control

Ensure adherence to the company's proposal development processes and documentation protocols

Ensure review by approved subject matter experts, such as Legal, for compliance with Company risk management guidelines

Coordinate review and approval processes to comply with internal Delegation of Authority requirements

Identify areas for process improvement and contributes to department-wide best practices and tools

Act as a point of contact with clients for assigned proposals, coordinating with sales and commercial teams as needed

Schedule and facilitate proposal development meetings, including kick-offs and review sessions

Perform special projects and completes other duties as assigned or requested

Qualification

Proposal managementMicrosoft OfficeAdobe AcrobatWritten communicationTeam collaborationProblem solvingAttention to detailTime management

Required

Associate's degree in Marketing/Communications, Journalism, English or equivalent and 2+ years of relevant experience

Software Proficiency in Microsoft Office (Word, Excel, PowerPoint, SharePoint and Visio) and Adobe Acrobat

Highly motivated, well organized, resourceful and proactive with a tenacious and empowering team orientated style

Well-developed written and verbal communication, interpersonal, influencing, attention to detail, and presentation skills

Demonstrated problem solving experience with the ability to multi-task and apply a structured approach to complex situations

Ability to coordinate and collaborate with technical teams

Ability to facilitate collaboration, encourage creative problem solving, and navigate conflict

Ability to coordinate various tasks, manage timelines, and ensure that proposals are completed within the deadline

Ability to analyze complex RFPs to maintain compliance

Ability to demonstrate initiative and assertiveness, the ability to plan and manage work in an efficient manner, and the ability to work well under stress and time pressure

Ability to work irregular schedule and long hours required to meet required deadlines

Preferred

Bachelor's degree in Marketing/Communications, Journalism, English or equivalent and 5+ years of relevant experience (construction industry, giving exposure to engineering projects in the electric power, telecommunications and natural gas)

Management skills in proposal preparation and management, specifically in the engineering market