Proposals Coordinator

Senior Projects Coordinator  

Company Overview

Throughout our worldwide network of experts, clients and communities, we are renowned for our leadership in Safety and Security Engineering consulting – a legacy of responsibility we have proudly upheld since 1939. Today, our expertise extends broadly across closely related security and risk-based fields, from life safety, accessibility and risk analysis consulting to process safety, forensic investigations, security risk consulting, emergency management, digital innovation and more.

Our engineers and consultants collaborate to solve complex safety and security challenges, ensuring our clients can protect what matters most. For over 80 years, we have helped mitigate risks that threaten lives, property and reputations. At Jensen Hughes, we believe that creating and sustaining a culture of trust, integrity and professional growth starts with putting our people first. Our employees are our greatest strength, and we value the unique perspectives and talents they bring to our organization.

Our wide range of Global Employee Networks connect people from across the organization, supporting career development and providing forums for individuals to share experiences on topics they're passionate about. Together, we are cultivating a connected culture where everyone can learn, grow and succeed as part of successful teams.

Role Overview

The Proposal Coordinator supports the Capture + Proposal Marketing function by performing duties which include assisting with proposal development and production; assisting with direct marketing initiatives; and providing additional sales/business development, vendor management and market research support as needed regionally. You will be aligned with the Strategy and Business Development team to support major opportunities and proposals as needed regionally, and to provide marketing materials for daily operations. Proficiency in English language both written and verbal is required.

Key Responsibilities

Supports regional proposal team by assisting with proposal activities.

Organizes, produces, and assembles proposal submissions, including RFI’s, RFQ’s, RFP’s, SOQ’s, marketing collateral and vendor registrations.

Prepares proposal templates.

Prepares draft proposals for review by the regional operations team.

Contributes to building a repository of proposal materials specific to regional needs.

Updates client and project information in the marketing project and personnel database, including project descriptions, staff resume updates and other shared knowledge used by the proposal team.

Collaborates with the Creative Team to obtain project and stock imagery for proposal submissions.

Adheres to established proposal templates and quality control standards while adhering to established Jensen Hughes Brand guidelines.

Assists in other marketing and/or business development areas as requested or assigned

Develops capability statements in MS word and InDesign.

Helps build the library of JH project profiles.

Liaises with internal technical experts to update Resume Short Bios, Expert Finder information and other subject matter expert information for Website.

Effectively collaborates between marketing communication, creative, proposal team internationally to update marketing resources.

Requirements and Qualifications

Prior experience with architecture, engineering or construction (AEC) firm is preferred.

Proficient in MS office suites – Outlook, Excel, Word, PowerPoint, SharePoint, and Teams. Proficiency in MS Planner is a plus; as well as proficient in Adobe and InDesign.

Ability to manage and execute responses to RFP’s, RFI’s, RFQ’s based on market knowledge.

Experience developing marketing collateral.

Experience managing a high-volume of teaming requests (Jensen Hughes is often a subconsultant on a larger A/E team) and client-specific templates (most often in InDesign). Ability to manage multiple proposals and deadlines, by evaluating changing business and conditions, and requesting support as needed to meet deadlines.

Ability to create a proposal checklist of deliverables and coordinate with stakeholders to complete the list in timely manner.

Experience collecting data from a variety of stakeholders and functional business areas, including project managers, contracts/legal, human resources, compliance and finance to generate proposals within respective region.

Why you should join Jensen Hughes

You will work on exciting, challenging and at times groundbreaking projects with market-leading clients whilst having the backing of a leading international firm.

There is continued support from the leadership team with a measured and flexible approach to carrying out day to day activities.

Career advancement with an established framework is in place – clearly defining expectations and outlining opportunities for advancement.

Jensen Hughes is an Equal Opportunity Employer. Qualified candidates will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.

At Jensen Hughes, we embrace innovation and understand that people are increasingly using artificial intelligence (AI) tools like ChatGPT and other generative platforms to learn, prepare and communicate.  We have provided some guidelines regarding the responsible use of AI in the recruitment process.  Please click here to review.

The security of your personal data is important to us. Jensen Hughes has implemented reasonable physical, technical, and administrative security standards to protect personal data from loss, misuse, alteration, or destruction. We protect your personal data against unauthorized access, use, or disclosure, using security technologies and procedures, such as encryption and limited access. Only authorized individuals may access your personal data for the purpose for which it was collected, and these individuals receive training about the importance of protecting personal data.  Jensen Hughes is committed to compliance with all relevant data privacy laws in all areas where we do business, including, but not limited to, the GDPR and the CCPA.  Additionally, our service providers are contractually bound to maintain the confidentiality of personal data and may not use the information for any unauthorized purpose.

*Policy on use of 3rd party recruiting agency for direct placements

Jensen Hughes will occasionally augment a recruiting search through agencies for certain positions when business conditions warrant. Jensen Hughes will not accept resumes, inquiries or proposals from recruiting agencies as an acceptable method to consider a candidate. 3rd party recruiting agencies must sign a standard Jensen Hughes agreement after being evaluated and accepted by a Human Resources or Talent Acquisition manager, or member of the talent acquisition team. Hiring managers and employees of Jensen Hughes are not authorized to accept resumes, engage in fee-based searches through recruiting firms or sign a search agreement. Please note this policy does not apply to “staffing firms” or firms that are involved with hiring temporary staff. Any recruiting agency interested in being considered may contact our recruiting team at jensenhughesrecruiting.com.