Proposal Coordinator II

Description

What We Are Seeking

We are seeking a Marketing Proposal Coordinator who is organized, curious, and motivated to contribute to the firm’s pursuit efforts. This role is a good fit for an early-career marketing professional with at least 2 to 3 years of experience who enjoys collaborating with others, takes pride in thoughtful communication, and wants to grow within a team focused on meaningful work.

This position plays an important role in helping the firm pursue projects that serve our communities. Marketing is often the first chapter in establishing partnerships and introducing our values, ideas, and experience. Based in Portland, the Coordinator supports marketing efforts across both our Portland and Seattle studios and collaborates regularly with firm leadership and project teams across offices to drive that shared effort.

Who We Hope To Find

Grounded in our shared values of Impact, Craft, and Presence, you may see yourself in some of the following:

• A developing writer; motivated to strengthen storytelling skills and translate technical ideas into clear, compelling language
• Detail-oriented and precise; you notice the small details and take pride in delivering polished, accurate work
• Proactive and accountable; you anticipate deadlines, manage your time independently, and follow through on commitments
• Energized by shared goals; you enjoy collaborating with a focused, high-performing team committed to winning meaningful work in our communities

Our marketing team is highly collaborative and genuinely enjoys working together — and we are also organized, thoughtful, and committed to producing work that positions the firm to succeed.

What The Role Will Be Doing

The Marketing Proposal Coordinator supports the marketing team and project leadership in preparing pursuit materials and maintaining marketing systems. This role directly contributes to the firm’s ability to win work by ensuring that proposal materials are complete, accurate, and aligned with client priorities.

Responsibilities include:

• Developing and preparing proposal sections, qualifications packages, and interview materials
• Supporting development of written content, editing, and proofreading to ensure clarity and consistency
• Formatting proposals and marketing materials in Adobe InDesign following established templates and brand standards
• Coordinating assigned deadlines, assembling required components, and tracking submission requirements
• Managing personal workload to ensure assigned materials are completed accurately and on schedule
• Gathering and organizing project descriptions, staff resumes, photography, and reference information
• Updating marketing databases and maintaining organized content libraries
• Supporting client and market research efforts as assigned
• Participating in marketing team meetings and continuing to build knowledge of firm pursuit processes

This role works closely with senior marketing staff and firm leadership, receiving guidance while building confidence and skill in proposal coordination.

Requirements

Work Environment

This role is based in our Portland office and follows a hybrid schedule, with a minimum of 3 days per week in the office. Additional in-office time may be required during active proposal deadlines. Mahlum supports flexible and remote work opportunities when project schedules allow.

The Experience We Are Hoping For

We value diversity in experience and persp

ective and recognize that early-career paths are not all the same. If you believe you bring relevant skills and alignment with our mission, we encourage you to apply.

• A minimum of 2–3 years of professional marketing, communications, or proposal coordination experience
• Proficiency in Adobe InDesign; familiarity with other Adobe Creative Suite programs is a plus
• Working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication skills
• Demonstrated ability to manage multiple assignments and meet deadlines
• Careful attention to detail and proofreading ability

Preferred

• Experience in architecture, engineering, construction, or professional services industries
• Familiarity with Illustrator, Photoshop, or WordPress
• Experience supporting proposal or interview preparation

Apply With:

Cover Letter

Please prepare to answer these questions:

1. “Describe a complex proposal/project you coordinated under a tight deadline. What was your process from kickoff to submission/completion, and how did you ensure quality, accuracy, and on-time delivery?”
2. “How do you approach turning technical or generic content into a compelling, client-focused proposal that differentiates the firm? If you have not worked in the AEC industry, you may draw on any experience in which you translated specialized, detailed, or complex information into messaging tailored to a specific audience.

Resume

Work and Writing Samples (no larger than 6 MB)

What We Can Offer

Mahlum has a culture committed to sustainability, justice, equity, diversity, and inclusion. As an organization focused on projects that benefit our communities, we strive to hire a workforce representative of the communities we serve and foster a supportive environment where people can learn, contribute, and grow.

This is a non-exempt position; starting annual salary ranges are targeted at $65,000 - $75,000/yr ( 31.25/hr – 36.06/hr) depending on experience. Starting salary is based on the experience stated in your resume and application as part of our pay equity analysis. Mahlum employees are eligible for annual discretionary bonus compensation in addition to their salary. Non-exempt employees are entitled to Minimum Wage Act protections, including overtime (1.5x pay for over 40 hours/week).

Mahlum provides comprehensive benefits, including 100% employer-paid medical, dental, vision, and life insurance; a 401(k) plan with immediate employer matching; PTO available upon hire; annual continuing education stipends; paid membership dues; and paid licensing costs. We support staff through paid volunteer time, charitable donation matching, and financial assistance for commuting by public transit, bicycle, on foot, or carpooling. Mahlum is committed to an ongoing hybrid flexible work environment and participates in the JUST Label transparency program.

All applicants must live and work in the Portland metro area and be legally authorized to work in the United States without employer sponsorship.

Please note that Mahlum does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed contract, Mahlum will not agree to pay any recruiter fee. Any unsolicited resumes submitted without Mahlum’s request are considered the property of Mahlum.