Proposal specialist

Proposal Coordinator – Architecture & Construction

Company: Luxus Group
Location: Phoenix AZ
Employment Type: Full-Time

Position Overview

We are seeking a Proposal Coordinator to lead efforts in preparing high-quality proposals and client presentations for an architecture and construction-focused firm. This role requires graphic design skills, strong communication, organizational excellence, and a competitive spirit .

The Proposal Coordinator will collaborate with Project Directors, Accounting, and consultants to coordinate and deliver winning proposals while ensuring scope, fees, and schedules are aligned. Architecture or construction industry experience is preferred.

Key Responsibilities

• Maintain and review a pipeline of proposals and additional services for ongoing projects.

• Set up project directories for new pursuits.

• Collaborate with Project Directors and Accounting to define scope and objectives.

• Prepare and issue Requests for Proposals (RFPs) ; track consultant fee quotes.

• Create proposal budgets using Excel templates, populating services, hours, and consultant fees.

• Draft and edit proposals in Word templates for Director review.

• Review final proposals with Directors before client delivery.

• Track signed proposals and ensure authorization before work begins.

• Coordinate consultant contracts with Project Directors and Finance.

• Partner with Accounting to set up client accounts.

• Provide follow-up and administrative support throughout the proposal lifecycle.

Qualifications

• Experience: 2–5 years in a business environment ( AEC industry preferred ).

• Education: High school diploma or equivalent required; additional coursework or certifications a plus.

• Skills:

  • Strong math and budgeting skills.

  • Excellent written and verbal communication.

  • Graphic design experience preferred.

  • Knowledge of Microsoft Office Suite (Word, Excel, Outlook, Access) .

  • Experience with Adobe InDesign highly preferred.

• Attributes:

  • Detail-oriented, self-starter, and highly organized.

  • Positive, collaborative, and client-focused attitude.

  • Reliable, punctual, and dependable.

• Other: Reliable transportation for occasional errands and ability to handle/transport documents as needed.

Compensation & Benefits

• Above-market salary + full benefits package .

• Medical, dental, and vision coverage.

• 401(k) with company match.

• PTO, sick leave, and paid holidays.

• Professional development and career advancement opportunities.

• Collaborative and supportive team culture.

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