Pursuit Coordinator - Federal

Description

Pursuit Coordinator - Federal 

Role Description:  plays a pivotal role in the proposal development process in the firm. This role involves coordinating activities, managing documentation, and ensuring the timely and accurate submission of proposals. The Pursuit Coordinator works closely with proposal managers, senior proposal strategists, and subject matter experts to create high-quality, competitive proposals that meet client requirements. Reporting to the Business Development Manager, the Pursuit Coordinator ensures all business development protocols pertaining (i.e., internal data pursuit data, Digital Asset Management procedures, and Brand Guideline Requirements) to pursuits are implemented.

The successful candidate is organized, proactive, detail-oriented, and comfortable working under deadline pressure. This person understands that federal pursuits require discipline, precision, responsiveness, and strong coordination. They can help turn complex solicitation requirements into an organized proposal process, keep contributors on track, support SF 330 development, coordinate partner inputs, and help produce a complete, compliant, and professional final submission.

Location: Fort Worth, Texas

Employment Type: 40 FT Hours

Compensation Type: Salary

Reports To:  Business Development Manager 

Education: Bachelor’s degree in Business Administration, Marketing, Communications, or related field

Duties:   

Federal Proposal Coordination  

• Support the proposal development process from synopsis, RFQ, or RFP release through final submission.
• Review federal procurement documents to identify proposal requirements, submission instructions, evaluation criteria, forms, page limits, deadlines, and compliance items.
• Assist in developing pursuit schedules, compliance matrices, outlines, responsibility assignments, and production checklists.
• Coordinate proposal kickoff meetings, status meetings, review sessions, and final page-turn meetings.
• Track assignments, deadlines, missing content, review comments, and production status throughout the pursuit.
• Help maintain pursuit momentum by following up with internal contributors, subconsultants, and teaming partners.

SF 330 Support

• Support the development of complete SF 330 submissions, including Sections A through H.
• Assist with preparation of Section A, B, C, and D firm and team information.
• Coordinate Section E resumes, including formatting, editing, project relevance, role descriptions, and compliance with solicitation requirements.
• Assist with Section F project descriptions, including project data, relevance statements, dates, costs, roles, and client reference information.
• Help develop and maintain Section G matrices to accurately show key personnel participation across relevant projects.
• Support Section H narrative development by organizing technical inputs, drafting supporting content, formatting exhibits, and coordinating review comments.
• Review SF 330 content for consistency, accuracy, completeness, formatting, and compliance with agency-specific instructions.

 Document Management and Version Control   

• Collect, organize, and maintain pursuit documents, including solicitation files, amendments, forms, resumes, project descriptions, references, graphics, review drafts, and final submission files.
• Maintain organized folder structures and version control throughout the proposal process.
• Track partner-provided materials, including firm data, resumes, project sheets, certifications, licenses, forms, and required attachments.
• Ensure proposal files are named, stored, and archived in accordance with Huitt-Zollars’ business development protocols.
• Maintain accurate pursuit data in internal systems, including CRM, digital asset management platforms, and other business development tools.

Content Development and Editing Support  

• Assist with drafting, editing, proofreading, and formatting proposal content.
• Help convert raw technical information into clear, concise, and solicitation-responsive proposal language.
• Support the development of resumes, project descriptions, team descriptions, organizational charts, past performance summaries, and other federal pursuit materials.
• Review content for grammar, clarity, consistency, client focus, and alignment with proposal themes.
• Coordinate with technical staff to fill gaps in project information, personnel details, references, and required forms.
• Maintain reusable federal content, including resumes, project descriptions, boilerplate language, forms, and standard firm information.

Federal Design-Build Pursuit Support  

• Support fast-paced federal design-build pursuits, including contractor-led qualifications packages, technical proposal inputs, and rapid information requests.
• Coordinate quick-turn requests for resumes, project sheets, firm information, organization charts, matrices, and supporting materials.
• Help organize design-build team information, including prime contractor requirements, design team roles, subconsultant responsibilities, and production deadlines.
• Assist with integrating Huitt-Zollars’ qualifications into contractor-led or multi-firm proposal packages.
• Maintain attention to accuracy and consistency in fast-moving pursuit environments where requirements may evolve quickly.

Joint Venture and Partner Coordination  

• Support pursuits involving joint ventures, mentor-protégé arrangements, contractor teams, subconsultants, and other external partners.
• Coordinate content requests and deadlines with joint venture partners and teaming firms.
• Track partner assignments, missing information, review comments, approvals, and final production inputs.
• Help integrate multiple firms’ content into one cohesive, compliant, and professionally formatted package.
• Assist with reconciling differences in templates, formatting, file-sharing processes, naming conventions, and production workflows.
• Maintain clear and professional communication with internal and external stakeholders throughout the pursuit process.

 Compliance and Quality Control   

• Conduct detailed compliance checks against solicitation requirements, outlines, matrices, and final submission instructions.
• Review proposal documents for page limits, font requirements, margins, forms, signatures, attachments, file names, and portal upload requirements.
• Proofread documents for grammar, formatting, consistency, cross-references, names, titles, dates, project numbers, and client information.
• Support final PDF assembly, bookmarks, hyperlinks, tabs, appendices, and other production requirements.
• Help ensure final submissions are accurate, complete, compliant, and delivered on time.

Research and Information Gathering  

• Conduct research on federal agencies, clients, installations, programs, competitors, procurement history, and project requirements to support pursuit development.
• Gather information from technical staff, project managers, subconsultants, joint venture partners, and external teaming partners.
• Assist with maintaining a federal pursuit library of reusable resumes, project descriptions, agency-specific content, forms, and lessons learned.
• Support post-submission activities, including debrief preparation, lessons learned documentation, and content updates.

Business Development and Production Support  

• Support the Federal pursuit team with meeting coordination, agendas, notes, action items, and pursuit communications.
• Assist with presentations, interview materials, marketing collateral, and federal client development materials.
• Support internal business development protocols, including pursuit data entry, digital asset management, brand compliance, and final archive requirements.
• Assist directly with basic graphics, layouts, organization charts, matrices, and visual aids.
• Contribute to continuous improvement of federal proposal templates, checklists, production tools, and best practices.

Qualifications:    

• Bachelor’s degree in Business Administration, Marketing, Communications, English, Journalism, Architecture, Engineering, Construction Management, or a related field.
• 3+ years of proposal coordination, marketing, or business development experience, preferably in the AEC industry.
• Experience supporting federal proposals, SF 330 submissions (Sections A-H), or qualifications-based A/E pursuits.
• Ability to read procurement documents and identify compliance requirements, deadlines, forms, and required content.
• Strong organizational, writing, editing, proofreading, and document management skills.
• Ability to manage multiple assignments, contributors, deadlines, and document versions in a fast-paced environment.
• Strong attention to detail and commitment to accuracy, compliance, and quality.
• Proficiency in Adobe InDesign, Adobe Acrobat, Microsoft Word, Excel, and PowerPoint.
• Experience with OpenAsset or another digital asset management platform is a plus.
• Experience with CRM systems, proposal management tools, Bluebeam, or federal procurement portals is a plus.
• Ability to use artificial intelligence tools ethically and effectively to support proposal organization, editing, research, and content development is a plus.

Preferred Experience:  

• Experience supporting SF 330s for agencies such as USACE, NAVFAC, GSA, VA, Air Force, Army, Navy, or other federal clients.
• Experience supporting federal IDIQ, MATOC, SATOC, task order, and design-build pursuits.
• Experience coordinating with joint venture partners, prime contractors, subconsultants, or mentor-protégé teams.
• Familiarity with federal forms, amendments, past performance questionnaires, CPARS, PPQs, and agency-specific submission requirements.
• Experience preparing resumes, project descriptions, matrices, organization charts, and production-ready proposal packages.

Corporate Support Role Annual Performance Goals & Expectations:

• Having a deep understanding of how your work and contributions as a co-owner add to Huitt-Zollars’ mission and core values.
• Understands, follows, and enforces Huitt-Zollars' business process.
• Maintains a safe and hazard-free work area and operates with a 'safety first' approach to their work - even within an office setting.
• Takes on more responsibilities and actively seeks out opportunities to grow/learn beyond their typical key responsibilities that add value to the quality, efficiency, and/or profitability of a project(s), a team(s), or the Company’s performance.
• Routinely produces quality work and outcomes on their assignments, following HZ's QMS and other departmental quality control procedures.
• Offers innovative ideas to enhance best practices within the corporate department's operations that are used and implemented.

This position is also required to adhere to Huitt-Zollars’ Core Value Competencies

About Huitt-Zollars:

• Huitt-Zollars, Inc. is a privately held, 100% employee-owned leading Architectural and Engineering (A/E) firm since being established in 1975. Since then, our firm has been providing innovative planning, engineering, architectural and interior design, construction and program management, and design-build services to our clients. 
• Located in more than 20 locations throughout 11 different US states, Huitt-Zollars holds a vision to improve the environment in which we live, work, and play. Employees/co-owners can expect to collaborate with their team, listen to client and community needs, and deliver world-class professional services. Learn more about a career with #teamHZ by viewing our LinkedIN Life page.

Benefits & Perks:

• Health insurance (BCBS TX BlueChoice PPO)
• Dental insurance (BCBS TX BlueChoice PPO)
• Vision insurance (BCBS TX BlueChoice PPO)
• MDLive Telehealth
• Employer-Paid Short- & Long-Term disability
• 8 Paid Holidays
• Employee Morale/Teambuilding events and activities
• Paid Vacation/Annual Leave 
• Paid Sick Leave
• Tuition Reimbursement
• Commuter Benefits
• Professional Societies and Registrations Fee Reimbursements
• Term Life / AD&D insurance
• Cancer and Specified Disease insurance
• Two retirement plans: 401(k) and an ESOP
• Work for an Employee-Owned firm

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 25 pounds at times
• May be required drive to visit client or project sites for short periods of time
• The employee must be able to concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities

Applicants must be legally authorized to work for Huitt-Zollars in the U.S. without employer sponsorship. Currently, Huitt-Zollars does not sponsor H1-B or any other work visa petitions.

Huitt-Zollars does not accept unsolicited resumes from third-party recruiters without a previously signed third-party agreement. Any unsolicited third-party resumes forwarded by recruiters to any Huitt-Zollars hiring manager or employee will be considered public information, may be treated as a direct application from the person identified in the resume, and will not be eligible for placement fee payment to the agency submitting the unsolicited resume. Huitt-Zollars will not pay a fee to a third-party recruiter or agency that has not coordinated their recruiting activity with the appropriate member of the Human Resources team and without an active, fully executed service agreement. 

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or any other legally protected status. Huitt-Zollars is a federal contractor and subcontractor and abides by the requirements of 41 CFR 60-300.5(a) and 41 CFR 60-741.5(a), which prohibit discrimination against qualified individuals based on protected veteran status or disability and require affirmative action to employ and advance qualified protected veterans and individuals with disabilities.