Job Description
Winning that work starts long before crews reach the field. Our proposals must capture the technical strength, creativity, and execution mindset that make Ballard different. As a Sr Proposal Coordinator, you will sit at the center of that effort bringing together Estimating, Operations, Business Development, Marketing, and regional teams to turn complex information into clear, compelling pursuits.
This is not a role for someone who wants to simply format documents and follow a checklist. We are looking for someone who can take ownership, challenge the ordinary, raise the standard of every submission, and help shape how Ballard shows up in the market. You will have real visibility, meaningful responsibility, and the opportunity to grow into greater leadership as Ballard continues to expand. Your work will directly support what we pursue, what we win, and how we tell the story of who we are.
At Ballard, you will not be behind the scenes, you will help move the company forward!
We are considering applicants who are local to the following Ballard Office locations ONLY:
• Washougal, WA
• Neenah, WI
• Baltimore, MD
Job Summary:
The Sr Proposal Coordinator leads the development of high-quality, compliant, and compelling proposals that position Ballard to win complex marine and heavy civil work. Working across Estimating, Operations, Business Development, Marketing, and regional teams, this role owns the coordination, content development, production, and final delivery of company-wide pursuits.
This position requires strong judgment, sharp attention to detail, and the ability to turn technical information into clear, persuasive content under tight deadlines. The Sr Proposal Coordinator will also help strengthen proposal systems, templates, tools, and best practices while building toward greater leadership within Ballard.
Ideal Candidate:
Core Attributes:
• Grit and Resiliency - We dig deep to figure out how to make things happen no matter how impossible it seems. We never give up. We take on challenges that nobody else can; or will.
• Comradery and Inspirational - We are a hard-working team of likeminded individuals working toward a common goal. We regularly celebrate wins and like to have fun whether at work or at play. We come together each day looking for ways to instill life and energy into the world around us.
• Driven and Competitive - We love competition. We love to win and love to learn when we lose. Not getting the job done is not an option. We are obsessed to do our best and we do what it takes to win.
• Trustworthy and Respectful - We are passionate about honesty, authenticity and transparency. No lies. No drama. No politics. We value constructive conflict and ensure that even in conflict we treat others with respect.
• Ownership and Accountability - When something goes wrong, we first "look in the mirror" before we "look out the window". We ask "what could I have done differently?" and then we share lessons learned. Regularly challenging ourselves and those around us to be better is a way of life. "Me first" belongs here.
Education:
• Bachelor's degree in Marketing, Business, English, Journalism, Communications, or a related field preferred
• Equivalent proposal, marketing, communications, or AEC industry experience may be considered in place of a degree
Experience:
• 3 + years' of experience in proposal coordination, proposal management, estimating support, or a similar role developing qualifications, bids, and technical proposals within the Architecture, Engineering, and Construction industry (AEC)
• Experience supporting public and private sector pursuits, coordinating with technical teams, and managing proposal development from kickoff through final submission
• Experience with marine, heavy civil, infrastructure, or specialty construction pursuits preferred
Skills:
• Advanced proficiency in Adobe Creative Suite, including InDesign, Illustrator, and Photoshop, along with Microsoft Office and Adobe Acrobat
• Strong writing, editing, proofreading, formatting, graphic layout, and document production skills
• Ability to interpret RFP requirements, build compliance matrices, identify differentiators, and organize content for clarity and impact
• Strong communication and interviewing skills with the ability to gather technical information and develop compelling content
• Exceptional organization, time management, and attention to detail with the ability to manage multiple deadlines
• Ability to work independently, collaborate across teams, and perform in a fast-paced environment
• Experience using AI and other tools to improve proposal workflows and production efficiency
• Graphic design, SharePoint, and proposal management platform experience preferred
Responsibilities:
• Lead the development and production of qualifications, bids, and technical proposals from kickoff through final submission
• Review solicitation requirements, develop compliance matrices, establish proposal schedules, and coordinate all required deliverables
• Gather information from technical teams and translate it into clear, accurate, and compelling proposal content
• Write, edit, and maintain non-technical content, including project descriptions, qualification summaries, resumes, and company information
• Coordinate graphics, layout, and document design to strengthen proposal clarity, consistency, and presentation
• Manage subconsultant and subcontractor qualifications, supporting documentation, trackers, and compliance requirements
• Prepare presentation materials and support interview planning, coordination, and production
• Perform final quality control, production, packaging, and delivery of proposals and bid documents
• Maintain proposal templates, style guides, best practices, data platforms, and Estimating and Marketing SharePoint content
• Identify and implement process improvements, including the use of AI and other tools to improve proposal development and production efficiency
• Support the continued development of proposal standards, systems, and team capabilities across Ballard
Physical Demands Working Environment:
• Work is primarily performed in an office environment
• Ability to remain seated and work at a computer for extended periods
• Ability to stand, walk, bend, reach, and move between work areas as needed
• Ability to frequently use a keyboard, mouse, and other standard office equipment
• Ability to communicate and exchange information in person, by phone, and through virtual platforms
• Ability to occasionally lift, carry, push, or pull items weighing up to 20 pounds
Benefits:
Ballard offers a comprehensive benefits package and provides a culture that values opportunity for growth, development, and internal promotion. Benefits include medical, dental, vision, life insurance, LTD, STD, PTO, 401K Plan with employer match, paid holidays, and so much more!!
Salary Range:
• $90K - $125K
• Pay is commensurate with experience and qualifications.
