Proposals Coordinator

Company Overview

Throughout our worldwide network of experts, clients and communities, we are renowned for our leadership in fire protection engineering – a legacy of responsibility we have proudly upheld since 1939. Today, our expertise extends broadly across closely related security and risk-based fields – from accessibility consulting and risk analysis to process safety, forensic investigations, security risk consulting, emergency management, digital innovation and more. Our engineers and consultants collaborate to solve complex safety and security challenges, ensuring our clients can protect what matters most. For over 80 years, we have helped mitigate risks that threaten lives, property and reputations. Through technology, expertise and industry-leading research, we remain dedicated to our purpose of making our world safe, secure and resilient. At Jensen Hughes, we believe that creating and sustaining a culture of trust, integrity and professional growth starts with putting our people first. Our employees are our greatest strength, and we value the unique perspectives and talents they bring to our organization. Our wide range of Global Employee Networks connect people from across the organization, supporting career development and providing forums for individuals to share experiences on topics they're passionate about. Together, we are cultivating a connected culture where everyone has the opportunity to learn, grow and succeed together.

Role Overview

The Proposals Coordinator supports the Capture + Proposal Marketing function by coordinating and contributing to proposal development and production, direct marketing initiatives, and other business development activities across the region. Working closely with the Strategy and Business Development team, the role provides support for major opportunities and proposals, while also developing and maintaining marketing materials to support day-to-day business operations. The position may also provide support in areas such as sales and business development, vendor coordination, market research, and other regional initiatives as required. The successful candidate will be highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced, deadline-driven environment.

The role offers hybrid and remote working options, subject to business requirements and team needs.

Key Responsibilities

• Support regional proposal team by managing the proposal activities.
• Organize, produce, and assemble proposal submissions, including RFI’s, RFQ’s, RFP’s, SOQ’s, marketing collateral and vendor registrations
• Manage aspects of proposal coordination related to creation of proposal templates and draft proposals for review by the regional operations team while adhering to established Jensen Hughes Brand guidelines
• Contribute to building a repository of proposal materials specific to regional needs and collaborate with the creative team to obtain project and stock imagery for proposal submissions
• Update client and project information in the marketing project and personnel database, including project descriptions, staff resume updates and other shared knowledge used by the proposal team
• Assist in other marketing and/or business development areas as requested or assigned
• Develop capability statements in MS word and InDesign
• Liaise with internal technical experts to update Resume Short Bios, Expert Finder information and other subject matter expert information for Website
• Effectively collaborates between marketing communication, creative, proposal team internationally to update marketing resources

Requirements and Qualifications

• Bachelor’s degree (B.S.) from a four-year college or university, or an equivalent combination of education and experience, with 3–5+ years of relevant experience in a similar industry, preferably within the engineering, architecture, construction, or B2B professional services environment
• Prior experience working within an architecture, engineering, construction (AEC) firm or a related professional services organization is preferred
• Demonstrated experience coordinating and developing responses to RFPs, RFIs, and RFQs, including preparing proposal content, developing marketing collateral, coordinating deliverables, and conducting thorough quality control and proofreading
• Ability to manage multiple proposals, deadlines, teaming arrangements, and client-specific templates simultaneously. Skilled in developing proposal checklists, coordinating with stakeholders across project management, contracts/legal, HR, compliance, and finance, and proactively managing changing priorities to meet deadlines
• Experience developing and maintaining case studies, brochures, newsletters, website project profiles, and other internal and external marketing communications, while ensuring content is engaging, accurate, polished, and aligned with corporate brand guidelines
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, SharePoint, and Teams), with MS Planner experience considered an advantage. Strong working knowledge of Adobe Creative Suite and InDesign, including the ability to work with and maintain branded templates
• Excellent written and verbal English communication skills, with the ability to articulate ideas clearly and professionally to internal and external stakeholders. Strong attention to detail, organization, and proofreading skills are essential, along with the flexibility to work extended hours occasionally to meet critical deadlines

Why you should join Jensen Hughes

• You will work on exciting, challenging and at times groundbreaking projects with market-leading clients whilst having the backing of a leading international firm.
• There is continued support from the leadership team with a measured and flexible approach to carrying out day to day activities.
• Career advancement with an established framework is in place – clearly defining expectations and outlining opportunities for advancement.