Proposal Specialist

About the Role

Partners by Design is seeking a proactive, detail-oriented Proposal Specialist to support the firm’s growth through the development of high-quality, client-focused proposals and pursuit materials. This role is centered on rapidly translating new business opportunities into clear, compelling submissions, requiring the ability to interpret RFPs/RFQs, synthesize information, and tailor existing content to align with client goals and evaluation criteria.

The ideal candidate thrives in a fast-paced, deadline-driven environment and can manage multiple pursuits simultaneously with accuracy and efficiency. Working closely with leadership, project teams, and business development, this individual will shape proposal messaging, adapt firm materials for specific opportunities, and produce polished, submission-ready documents under tight timelines.

While a strong foundation in graphic design is important, design serves as a tool to enhance clarity and communication, not the primary focus of the role. Success in this position requires strong organizational, editing, and critical thinking skills, along with the ability to work independently and make informed decisions quickly.

Design Contributions

• Translate complex architectural and design concepts into clear, engaging visual narratives for proposals and presentations
• Demonstrate a high level of proficiency in Adobe InDesign and similar software, with the ability to independently design and manage multi-page proposal documents
• Apply strong typography, layout, and visual hierarchy skills to elevate the quality and effectiveness of marketing materials
• Collaborate with project teams to select, edit, and present imagery in a way that best supports design intent and client goals
• Maintain and evolve visual standards across marketing materials while aligning with the firm’s established brand identity

Proposal & Pursuit Support

• Translate complex architectural and design concepts into clear, compelling narratives tailored to specific proposals and client presentations
• Utilize Adobe InDesign and similar tools to efficiently produce, format, and manage multi-page proposal documents under tight deadlines
• Apply layout, typography, and visual hierarchy to enhance clarity, readability, and overall effectiveness of pursuit materials
• Collaborate with project teams to curate and organize content, including imagery and project information to align with client goals and submission requirements
• Adapt and apply firm brand standards across proposals and marketing materials while ensuring consistency and quality in fast-paced environments
• multiple concurrent proposals and pursuits at varying stages, effectively prioritizing deadlines while maintaining a high level of accuracy and attention to detail
• Partner closely with internal teams, including leadership, design staff, and business development, to gather input, align messaging, and ensure cohesive, high-quality submissions
• Conduct thorough quality control reviews of proposal content, ensuring accuracy, consistency, and compliance with client requirements and submission guidelines
• Interpret RFP/RFQ requirements with precision, ensuring all deliverables are complete, responsive, and aligned with evaluation criteria
• Incorporate feedback from multiple stakeholders in a thoughtful and efficient manner, balancing differing perspectives while maintaining clarity and consistency in final deliverables
• Actively participate in internal review processes, contributing to redlines, content refinement, and overall proposal strategy discussions
• Demonstrate a strong foundational understanding of architecture and design principles to accurately represent project work, team expertise, and design intent
• Balance speed and precision in a deadline-driven environment, ensuring that fast-paced production does not compromise quality or accuracy
• Foster a collaborative team environment by proactively communicating timelines, needs, and potential challenges across active pursuits

Key Responsibilities

• Develop and coordinate responses to RFQs, RFPs, and qualifications packages in collaboration with leadership and project teams
• Create and customize visually compelling proposals, presentations, and pursuit materials tailored to specific clients and opportunities
• Design, format, and maintain firm marketing collateral, including brochures, project sheets, resumes, and portfolio content
• Apply strong graphic design principles to ensure consistency, clarity, and brand alignment across all client-facing materials
• Collaborate with design teams to curate, organize, and maintain a digital library of project imagery, case studies, and visual assets
• Conduct research on industry trends, market sectors, and prospective clients to support strategic pursuit decisions
• Utilize the firm’s CRM platform (Membrain) to track leads, pursuits, and client engagement activity
• Support preparation for client meetings through development of visual aids, talking points, and background research
• Assist in the planning and execution of firm-hosted events and professional engagement opportunities
• Support internal tracking and reporting of business development KPIs, pursuits, and conversion metrics
• Contribute to the refinement and execution of the firm’s annual business development and marketing plan

Qualifications

• Bachelor’s degree in Marketing, Communications, Graphic Design, Architecture, Interior Design, or a related field strongly preferred
• 3–5 years of experience in marketing and/or business development, ideally within the AEC (architecture, engineering, construction) or design industries
• Strong background in graphic design or design marketing, with demonstrated experience producing professional proposals and presentations
• Advanced proficiency in Adobe Creative Suite, particularly InDesign and similar design software; working knowledge of Photoshop required
• Excellent writing, editing, and presentation-building skills
• Familiarity with proposal development processes and pursuit strategy
• Highly organized with the ability to manage multiple deadlines and deliverables simultaneously
• Experience working with CRM platforms and Microsoft Office
• Collaborative, detail-oriented, and eager to contribute to a growing and dynamic business development team