Proposal Specialist / Marketing Coordinator

We believe

Every project can make life better.

Strong relationships inspire great work.

We must push boundaries and explore new ideas.

Model the outcomes we aspire to create.

Only together can we give it our all.

At Vocon, we are proud of the diverse range of backgrounds, personalities, and passions that make up our team.

But for all our differences, we are united by a core passion: creating designs that tell a story. We are an interdisciplinary

team of thinkers, makers, doers and, most importantly, people. Our interdisciplinary team may have diverse backgrounds,

but we speak with one voice. We share a passion for the power of design, and a commitment to collaboration at

every stage of the creative process.

MARKETING COORDINATOR (Proposal Specialist)

Overview

We are seeking a dynamic and highly motivated creative thinker to join our Marketing Team as a Marketing Coordinator with a specialized focus on proposal writing. Qualified candidates will have at least 3-5 years of marketing experience, preferably in the AEC (Architecture / Engineering / Construction) industry, and work comfortably with diversified teams in a fast-paced environment. The successful candidate will be key in driving our marketing, business development, and communications efforts across multiple office locations.

This position requires a proactive individual who thrives in a fast-paced, deadline-driven environment. You will work closely with principals, senior staff, and fellow marketing team members to develop compelling proposals, presentations, and marketing collateral that showcase our firm's expertise and win new business. A genuine passion for architecture and interior design, coupled with a strong understanding of the corporate workplace, financial industry, law firm, media and technology sector, retail, non-profit, showroom, and full-scale architecture & master planning sectors, is highly desired.

The ideal candidate will be a self-starter with exceptional communication, problem-solving, and organizational skills. You should possess a collaborative spirit, be committed to delivering outstanding internal and external client service, and be able to maintain a positive and flexible attitude under pressure.

Responsibilities

Proposals, RFP / RFQ Responses, and Presentations

• Lead development and production of high-quality marketing proposals, presentations, and submittals.
• Collaborate with principals, senior staff, and marketing team members to design, write, and produce marketing collateral.
• Ensure brand quality by managing grammar, editing, voice, and tone, while overseeing the proposal production timeline.
• Complete client questionnaires, qualifying statements, and government forms, often involving technical, essay-type questions.
• Develop and manage proposal timelines, delegate tasks, and coordinate with team members and consultants.
• Gather information from consultant firms for proposals and presentations.
• Conduct thorough research on project details, including construction costs, size, and client references.
• Provide graphics support for presentations and specialized pieces.
• Understand and learn the firm's portfolio, areas of practice, and capabilities.
• Manage project closeout and save valuable information for future proposals.

Marketing Materials, Tools, and Supplements

• Maintain all marketing resource materials, brochures, data, photographs, files, and client database.
• Assist with conference/seminar presentations.
• Develop innovative marketing materials to support business development and enhance brand presence.
• Support the implementation of brand standards and collaborate on templates and guidelines.
• Create new project profiles, image sheets, and qualification materials.
• Write and update project and personnel resumes for marketing purposes.
• Incorporate new references into marketing submittals.
• Update website content and coordinate with consultants as needed.
• Assist with social media initiatives and public relations efforts, as needed or available.

General Administrative

• Print, collate, and bind materials.
• Assist with photography efforts by coordinating with consultants.
• Support research and submissions for awards programs.
• Assist with event coordination.
• Attend pre-proposal conferences, professional meetings, and other marketing-related events.
• Develop and manage new marketing technology to enhance productivity and efficiency.
• Collaborate with the CRM Administrator to maintain accurate information in the CRM system.
• Other duties and responsibilities as assigned

Capabilities

• Exceptional written and verbal communication skills, including the ability to deliver compelling presentations and produce high-quality technical writing and marketing collateral. Strong editing and proofreading skills are essential.
• Ability to think strategically, identify competitive advantages, and translate them into effective marketing strategies.
• Highly motivated self-starter with strong organizational, interpersonal, and collaboration skills.
• Ability to work closely with staff during interview preparation, providing guidance on visioning, storytelling, and graphic support.
• Proven experience working directly with senior staff on critical business development projects with minimal supervision.
• Excellent organizational skills to manage multiple projects and deadlines effectively.
• Ability to thrive in a fast-paced, dynamic environment and work collaboratively with diverse project teams.
• Strong graphic communication and design skills.
• Advanced proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator) is required.
• Proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint) is required.

Qualifications

• Minimum 3-5 years of professional experience in a marketing position with a design or professional services firm
• Bachelor's degree in journalism, Business, Architecture, Interior Design, Graphic Design, Communications or Marketing
• Collaborative and team-oriented with strong interpersonal skills.
• Proven experience in proposal development, including managing the entire proposal lifecycle (RFP/RFQ responses).
• Experience in developing and delivering presentations to internal and external stakeholders.
• Solid understanding of marketing principles and best practices.

In general terms, this description indicates the type and level of work performed and the typical responsibilities of employees in this classification. The duties described are not to be interpreted as being all-inclusive to any specific employee. Management reserves the right to add, modify, change, or rescind the work assignments of different positions and make reasonable accommodations so qualified employees can perform the job's essential functions.