Proposal Coordinator

Description

Who We Are Seeking

We are seeking a Proposal Coordinator for our Seattle Office who is organized, curious, and motivated to contribute to the firm’s pursuit efforts. This role is a good fit for an early-career marketing professional with at least 3 to 5 years of experience who enjoys collaborating with others, takes pride in thoughtful communication, and wants to grow within a team focused on meaningful work.

This position plays an important role in helping the firm pursue projects that serve our communities by supporting proposal and marketing efforts across both our Portland and Seattle studios and collaborating regularly with firm leadership and project teams across offices to drive that shared effort.

Who We Hope To Find

Grounded in our shared values of Impact, Craft, and Presence, we hope to find someone who:

• Enjoys writing and storytelling, translating technical information into clear, compelling, client-focused content.
• Has a strong eye for detail and takes pride in producing accurate, polished proposals and marketing materials.
• Is organized and dependable, comfortable juggling multiple deadlines, coordinating moving pieces, and following through.
• Thrives in a collaborative environment, working closely with marketing colleagues, project teams, and firm leadership to pursue meaningful work

What You'll Do

The Proposal Coordinator supports the marketing team and project leadership in preparing pursuit materials and maintaining marketing systems. This role directly contributes to the firm’s ability to win work by ensuring that proposal materials are complete, accurate, and aligned with client priorities.

Responsibilities include:

• Developing and preparing proposal sections, qualifications packages, and interview materials
• Supporting development of written content, editing, and proofreading to ensure clarity and consistency
• Formatting proposals and marketing materials in Adobe InDesign following established templates and brand standards
• Coordinating assigned deadlines, assembling required components, and tracking submission requirements
• Managing personal workload to ensure assigned materials are completed accurately and on schedule
• Gathering and organizing project descriptions, staff resumes, photography, and reference information
• Updating marketing databases and maintaining organized content libraries
• Supporting client and market research efforts as assigned
• Participating in marketing team meetings and continuing to build knowledge of firm pursuit processes

This role works closely with senior marketing staff and firm leadership, receiving guidance while building confidence and skill in proposal coordination.

Work Environment

This role is based in our Seattle office and follows a hybrid schedule, with a minimum of 3 days per week in the office. Additional in-office time may be required during active proposal deadlines. 

Requirements

The Experience We Are Hoping For

We value diverse experience and perspectives and recognize that early-career paths are not all the same. If you believe you bring relevant skills and alignment with our mission, we encourage you to apply.

• A minimum of 3-5 years of professional marketing, communications, or proposal      coordination experience
• Proficiency in Adobe InDesign; familiarity with other Adobe Creative Suite programs is      a plus
• Working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication skills
• Demonstrated  ability to manage multiple assignments and meet deadlines
• Careful attention to detail and proofreading ability

Preferred

• Experience in architecture, engineering, construction, or professional services      industries
• Familiarity with Illustrator, Photoshop, or WordPress
• Experience supporting proposal or interview preparation

Apply With:

Cover Letter, Resume & Work/Writing Samples (no larger than 6 MB)  

Please prepare to answer these questions:

•  “Describe a complex proposal/project you coordinated under a tight deadline. What was your process from kickoff to submission/completion, and how did you ensure quality, accuracy, and on-time delivery?”
•  “How do you approach turning technical or generic content into a compelling, client-focused proposal that differentiates the firm? If you have not worked in the AEC industry, you may draw on any experience in which you translated specialized, detailed, or complex information into messaging tailored to a specific audience.

What We Can Offer

Mahlum has a culture committed to sustainability, justice, equity, diversity, and inclusion. As an organization focused on projects that benefit our communities, we strive to hire a workforce representative of the communities we serve and foster a supportive environment where people can learn, contribute, and grow.

This is a non-exempt position; starting annual salary ranges are targeted at $65,000 - $85,000/yr (31.25/hr – 40.86/hr) depending on experience. Starting salary is based on the experience stated in your resume and application as part of our pay equity analysis. Mahlum employees are eligible for annual discretionary bonus compensation in addition to their salary. Non-exempt employees are entitled to Minimum Wage Act protections, including overtime (1.5x pay for over 40 hours/week).

Mahlum provides comprehensive benefits, including 100% employer-paid medical, dental, vision, and life insurance; a 401(k) plan with immediate employer matching; PTO available upon hire; annual continuing education stipends; paid membership dues; and paid licensing costs. We support staff through paid volunteer time, charitable donation matching, and financial assistance for commuting by public transit, bicycle, on foot, or carpooling. Mahlum is committed to an ongoing hybrid flexible work environment and participates in the JUST Label transparency program.

All applicants must live and work in the Seattle metro area and be legally authorized to work in the United States without employer sponsorship. Mahlum participates in E-Verify. All newly hired employees must provide documents verifying their identity and employment eligibility.