Proposal Associate Jobs in Illinois (NOW HIRING)

Job Summary:
HBK Engineering, LLC is a professional engineering design firm headquartered in Chicago, IL, seeking a Proposal Coordinator. The Proposal Coordinator will manage proposal development activities, ensure compliance with client requirements, and maintain a library of proposal content while collaborating with various internal teams.
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.
Qualifications:
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.
• 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.
Company:
HBK Engineering is a civil engineering company specialzing in engineering design services. Founded in 1999, the company is headquartered in Chicago, USA, with a team of 501-1000 employees. The company is currently Late Stage.