Proposal Coordinator | Cambridge, MA

POSITION DESCRIPTION

Acentech is a leading multi-disciplinary acoustics, audiovisual, telecommunications, security, and vibration consulting firm headquartered in Cambridge, Massachusetts with multiple regional offices.

We are seeking a Proposal Coordinator to join our Marketing Group. This position requires a highly self-reliant, detail-oriented professional who is familiar with performing under pressure to meet multiple deadlines. This role is critical to the firm’s business development strategy, by supporting the preparation of proposals and qualification submissions across the firm’s core services.

Acentech has diverse services and a portfolio that demonstrates our ability to deliver on a wide variety of scopes and project types in several market sectors. This person is responsible for generating responsive materials designed to meet our clients’ proposal pursuit efforts and will support other marketing initiatives, as needed.

Reports To:  Communications Manager

Salary: $60,000 – $70,000

Areas of Responsibility

Proposal | Qualifications Development

Responsibilities include managing and executing timely proposal deliverables, including communicating with clients, creating and editing qualifications statements, and overseeing the tone and look of our materials. Must deliver on all components required to complete a proposal and qualifications submission, from production to consultant review/approval to ensure fully executed from start to finish.

• Conduct research, gather information, and attend meetings that may be needed for a specific proposal
• Create, edit, and revise qualifications according to feedback and notes given by marketing team and technical consultants  
• Support customized responses to proposal qualifications for major high-impact strategic pursuits
• Read and interpret client RFP/RFQs and craft responses that meet all the requirements, including customized materials, as requested
• Continuously make and evaluate suggestions for improvements and ways to streamline the process
• Responsible for tracking and updating annual vendor qualifications for government agencies, institutions, and (public/private) clients

Marketing Collateral Maintenance

Responsible for maintaining all marketing collateral materials, to ensure consistency of brand standards, messaging and technical accuracy of the content are applied across all materials.

• Understand the firm’s portfolio and expertise, updating the marketing content as required
• Partner with Market Leader(s) to assist in the development of market-specific content for targeted project types
• Maintain a current library of templates for proposals and multiservice proposals

Database Content Administration

Responsible for updating and maintaining the firm-wide informational database, Deltek Vantage Point, with proposal and qualifications information on an ongoing basis. Data collection includes all information generated for opportunities including contacts from clients, teaming partners, consultants, and vendor procurement processes.

Lead Sources | Tracking

Track and monitor lead sources associated with our core markets. Research and qualify leads and opportunities through lead sourcing services and participate in teaming outreach activities with existing clients and prospective clients.

Qualifications | Skills Required

• A minimum of 2+ years of similar work experience in the AEC industry preferred
• Knowledge of the business development proposal process (RFP/RFQ/SOQ) and track record of creating qualifications and proposals for AEC market sectors and building types preferred
• Ability to work independently, multi-task, and perform effectively under tight time constraints, often with multiple deadlines at a time
• Ability to understand and assimilate technical material from consultants/engineers
• Strong writing and editing, with a high attention to detail
• Proficient in Adobe InDesign and Microsoft Word/Excel/PowerPoint
• Excellent communication, organization, and team-building skills
• Knowledge and experience with Deltek Vantage Point a plus
• Bachelor’s degree with a focus in Marketing, Communications, Graphic Design, English, or Business is strongly preferred
• Involvement in the Society of Marketing Professional Services (SMPS) Boston Chapter is a plus

With a professional staff of more than 65 consultants, Acentech is one of the oldest and largest organizations of its type. We foster a highly collaborative environment, and we actively look for candidates that can further broaden and enrich our experience, perspective, and expertise. Acentech places a high value on a diverse workforce and encourages applications from all backgrounds. We value our culture and our staff and place a premium on work-life balance. We are extremely proud of being a 100% employee-owned firm.

Acentech is an equal opportunity employer and offers competitive salaries and outstanding benefits including three weeks of vacation for starting employees, 11 paid holidays, 80 hours of paid sick leave, health and dental coverage that is 80% company paid including reimbursement for 100% of deductible costs, tuition reimbursement, 401(k), and many other benefits.