Proposal Coordinator

Department: Marketing
Reports to: Principals
Prepared by: Dawn Replogle

RGI seeks a skilled, highly motivated, results-driven Proposal Coordinator to join our dynamic team. Working out of our Indianapolis, IN office, this challenging and rewarding position will include coordinating the pursuit process and preparation of winning proposals, LOIs, qualifications, and presentations; producing marketing collateral; and supporting business-development goals in collaboration with RGI’s Principals, Directors, technical, and administrative staff.

Our ideal candidate is passionate about pursuit success, process improvement, and committed to proposal excellence. If you also have excellent organizational and communication skills, perform well under deadlines, are a detail-oriented team player, and, most importantly, have a positive, client-first attitude, we want to hear from you!

Job Description

Duties & Requirements

Essential Duties and Responsibilities:

  • Lead kick-off meetings, proposal task scheduling, review, production, and delivery activities
  • Follow through with assigned proposal tasks to meet critical deadlines
  • Coordinate with internal and external points of contact to gather requested information and materials
  • Track proposal efforts and ensure scheduled milestones are met
  • Lead the writing marketing and technical content
  • Proofread to ensure continuity and compliance with legal, technical, and marketing specifications
  • Support presentation efforts including presentation development, rehearsals, materials, and logistics
  • Maintain and populate detailed data in Unanet CRM database
  • Provides assistance of marketing activities to support pursuit, client, and business plan objectives and contributes to the implementation of these activities including but not limited to advertising, conferences, events, sponsorships, design award submittals, speaker proposal/presentations, website and social media content, articles, brochures, service briefs, project profiles, etc.
  • Assist in carrying out other programs and projects as identified
Job Requirements


  • 5+ years of related experience as a proposal specialist/coordinator, prior A/E/C industry experience preferred
  • Associate or bachelor’s degree with a focus in business, marketing, graphic design, journalism, or related area



  • Proficiency with Microsoft Word, Excel, Outlook and PowerPoint
  • Proficiency with Adobe InDesign or equivalent
  • Unanet CRM (or similar database programs) experience is a plus
  • Competent proofreading and editing skills
  • Ability to design new content/graphics, and use templates
  • Excellent communication and organizational skills
  • Able to document and process information quickly and accurately, with strong attention to detail
  • Flexible and able to balance priorities and manage multiple tasks simultaneously within tight schedules
  • Able to work both independently and as part of a team
  • Able to work flexible hours, including nights and weekends, on a limited basis, to meet proposal deadlines
  • Must have a vehicle for local travel (required)

**Proposal writing and layout samples are strongly encouraged – please include a URL on your resume or include PDF samples with your resume.


Experience Preferred

5 years:

Related experience as a proposal specialist/coordinator.

Apply for Position

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    Dawn Replogle

    Dawn Replogle


    Office Phone

    (317) 558-2911 x110

    Cell Phone

    (317) 459-8274