Proposal Assistant Jobs in Chicago, IL (NOW HIRING)

Proposal Coordinator

A Proposal Coordinator at HBK Engineering is responsible for managing proposal development activities, managing security and integrity of all proposal documentation, coordinating the internal proposal process, and contributing to high-quality, compliant proposal submissions.

The Proposal Coordinator will work closely with technical, commercial, and support teams to ensure that all internal and external client requirements are met from request through contract award. This position is also responsible for maintaining a library of proposal content and supporting documentation such as project references and staff resumes. This Position will assist in developing, refining and maintaining adherence to the Company's proposal development and tracking processes. Office location: Chicago and Oak Brook, IL

Core 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.

Content Management and Development

• 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.

Process & Compliance

• 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.

Client & Team Collaboration

• 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.

Required Experience and Education

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

Preferred Experience and Education

• 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.

Skills

• 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.
• Facilitate collaboration, encourage creative problem solving, and navigate conflict.
• Coordinate various tasks, manage timelines, and ensure that proposals are completed within the deadline.
• Analyze complex RFPs to maintain compliance.
• 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.
• Work irregular schedule and long hours required to meet required deadlines.

What You'll Get

Comprehensive benefits package including medical, dental, vision, disability and employer paid life insurance. In addition, all full-time roles are also eligible for 401(k) retirement plan with company match, paid time off and holidays. Tuition reimbursement and other role specific company paid professional development opportunities are also available.

Compensation Range

The anticipated compensation for this position is USD $25.00/Hr. - USD $40.00/Hr. depending on experience and qualifications.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law. We are an Equal Opportunity Employer, including disability and protected veteran status. We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company's Human Resources department.