Marketing Coordinator/Proposal Writer

Paslay Group is the premier, full-service consulting firm providing Executive Program Management for complex capital development programs and enterprise-level business advisory strategies to increase revenue, control costs, improve performance, and ensure long-term success. Founded in 2006 by former industry executives, we bring deep expertise and a proven track record of delivering strategic results. 

We are seeking a Marketing Coordinator/Proposal Writer to be responsible for developing high-quality, compliant, and compelling written responses to state, local government, and airport solicitations, including Requests for Proposals (RFPs), Requests for Quotations (RFQs), and Requests for Information (RFIs). This individual will collaborate closely with capture managers, subject matter experts, and executive leadership to articulate technical solutions, management approaches, and value propositions that align with solicitation requirements and evaluation criteria.

Your responsibilities will include:

• Managing and coordinating the proposal process from initial kick-off to final interview: developing proposal schedules and coordinating team members to ensure established deadlines are met, identifying and communicating risks.
• Identify and analyze government solicitations to determine requirements, evaluation factors, compliance elements, and win themes; search industry and government websites to identify potential business opportunities.
• Managing Deltek VantagePoint marketing module: maintain accuracy of lead/opportunity pipeline, client contact database, teaming partner history, and track proposal submittals, wins, and losses.
• Developing, writing, and editing proposal sections, including executive summaries, technical narratives, management plans, past performance, and resumes.
• Translating complex technical and operational concepts into clear, persuasive, and customer-focused content.
• Ensure proposal content is fully compliant with solicitation instructions, formatting requirements, and page limitations.
• Coordinating input from subject matter experts, graphics teams, and subcontractors to produce a cohesive final submission.
• Applying proposal best practices, including storyboarding, outlining, and iterative reviews (e.g., color team reviews).
• Editing and proofreading content for clarity, consistency, grammar, and alignment with corporate voice and branding; maintaining version control and adhering to proposal schedules and deadlines. 
• Supporting post-submission activities, including responses to clarification requests and lessons-learned documentation.
• Maintaining marketing asset libraries: collecting and updating high-resolution project photography, technical project sheets, and standardized staff resumes with current credentials, certifications, and project experience. 
• Coordinating updates to the company website and social media platforms (LinkedIn) to highlight new project wins, staff milestones, and integrated firm news.
• Assisting in the creation and production of non-proposal marketing materials, including "The Story" pitch decks, capabilities statements, and interview leave-behinds.
• Coordinating the firm's presence at industry conferences (AAAE, ACC, etc.), managing booth logistics, sponsorship requirements, and attendee lead-tracking.
• Supporting internal and external communications by drafting content for quarterly newsletters, town hall presentations, press releases, and post-acquisition brand transitions. 
• Conducting targeted research on industry trends, competitor activities, and specific client "pain points" to support strategic BD efforts.

Qualifications:

• Education: Bachelor's degree in Marketing, Communications, Journalist, English, or a related field. 
• Experience: 3 - 5 years of professional marketing/proposal experience, specifically within the AEC (Architecture, Engineering, Construction) industry.
• Software: Adobe Creative Suite: Advance proficiency in InDesign is non-negotiable (layout, master pages, style sets). Basic-to-intermediate skills in Photoshop and Illustrator.
  • Microsoft Office: Expert-level Word and PowerPoint (for interview deck preparation). 
• Technical Writing: Proven ability to interview technical Subject Matter Experts (SMEs) and ghost-write narratives that are both compliant and persuasive.
• Process Management: Demonstrated ability to manage multiple concurrent deadlines and coordinate complex "color team" review cycles with senior leadership using Shipley methodology or similar proposal management process.
• Location/Travel: Ability to work from our Fort Worth office for proposal production "war rooms" and travel occasionally for site visits or interviews.  
• Federal & Local Procurement Literacy: Possess a deep functional understanding of government contracting terminology, formal acquisition processes (including RFQ/RFP/LOI phases), and strict adherence to solicitation compliance requirements.
• Editorial Excellence: Demonstrate exceptional written communication skills, with a mastery of technical editing and proofreading to ensure every submission is grammatically flawless and consistent with the corporate voice.
• High-Volume Proposal Leadership: Proven ability to maintain focus and quality while managing multiple, complex proposals simultaneously within a high-pressure, deadline-driven environment.

Preferred Qualifications: 

• Aviation Industry Familiarity: Experience supporting pursuits for large-hub commercial airports, general aviation facilities, or multi-modal transportation hubs. Understanding of aviation-specific terminology (e.g., landside/airside, FAA/TSA regulations, and airfield geometry) is highly desirable.
• Airport Stakeholder Awareness: Familiarity with the diverse audience of airport procurements, including Airport Boards, Commissions, and Technical Selection Committees, and the ability to tailor messaging for these specific groups.
• CRM Expertise: Direct experience with Deltek VantagePoint (or Vision) is highly preferred, specifically in managing the "Leads," "Opportunities," and "Marketing" modules.
• M&A/Integration Experience: Experience supporting firm-wide re-branding efforts or helping to integrate marketing assets following an acquisition.
• SMPS Involvement: Active membership in the Society for Marketing Professional Services (SMPS); Certified Professional Services Marketer (CPSM) designation.
• Advanced Layout Skills: Experience creating custom infographics, maps, and organizational charts that go beyond standard templates.
• AI-Enhanced Workflow Management: Demonstrated experience using AI tools to assist in drafting boilerplate content, summarizing meeting notes, or generating creative "win themes" while maintaining human oversight for accuracy and brand voice.
• Prompt Engineering Skills: Ability to craft sophisticated prompts that leverage internal firm data (past performance, project stats) to produce compliant and high-quality first drafts of technical resumes or project profiles.

Physical & Environmental Requirements

While performing this role, you must have ordinary ambulatory skills to move around the office and visit other locations. You should be able to stand, walk, stoop, kneel, crouch, and manipulate light to medium weights (10-50 pounds). Good hand-eye coordination, dexterity, and visual acuity are required for keyboard work and reading technical documentation. You will frequently sit, reach with hands and arms, talk, and listen.

Equal Opportunity & Accommodations

Paslay Group is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic.

Paslay Group will provide reasonable accommodations in compliance with the Americans with Disabilities Act.