Meet Your New Teammate: How a Custom GPT Can Help AEC Coordinators Work Smarter
If you’ve ever wished you had a clone to help you write staff bios, update boilerplate, or polish that 2 a.m. proposal draft, we have some good news: help has arrived.
A Custom GPT is an AI-powered assistant you can train to understand your firm’s tone, processes, and priorities. And for marketing and proposal coordinators in the AEC industry, it might just become your new favorite tool. Want to dig deeper? Download our full guide using the link below.
Note: You’ll need a ChatGPT Plus (paid) account to create and use Custom GPTs. This unlocks access to GPT-4-turbo, file uploads, and other advanced features.
What’s a Custom GPT?
It’s a personalized version of ChatGPT. You tell it who it is, how it should respond, and what kind of content you want it to help with. You can also upload reference materials like:
- Boilerplate project descriptions
- Staff resumes and bios
- Your firm’s writing style guide
- Past proposals or award entries
Once set up, it’s like having a very fast, very consistent junior marketing assistant on call 24/7.
How It Can Help Coordinators
- First Drafts Done Faster
Generate bios, project descriptions, or boilerplate content with less time and less staring at a blank screen. - Edit Like a Pro
Ask it to proofread, trim word count, or revise tone to fit your firm's brand. - Stay Consistent
Reduce versioning headaches by using a GPT trained with your latest content and templates. - Answer Internal FAQs
Use it as a reference for writing style, document structure, or common proposal questions. - Reduce Repetition
Repurpose one project write-up into different formats (proposal insert, awards narrative, social media).
Getting Started
Go to chat.openai.com and sign up for ChatGPT Plus. Then:
- Click “Explore GPTs”
- Select “Create”
- You’ll be taken to the configuration screen, where you’ll define your GPT’s behavior, upload files, and name your assistant
- Test it out: “Write a 150-word bio using AP Style and professional tone.”
Is Your Content Private?
Yes. Your chats and uploaded documents are not public and are not used to train the model as long as you turn off chat history in your settings.
To increase privacy:
- Turn off “Chat History & Training” in Settings > Data Controls
- Only upload non-confidential documents or remove sensitive data
- Avoid entering client-specific or proprietary content
Bonus: Download the Coordinator GPT Setup Guide
Ready to build your own Custom GPT? We’ve created a simple, step-by-step Coordinator Checklist you can download and follow. It includes clear setup guidance, example prompts, and privacy tips to help you hit the ground running.
Final Thought
As coordinators, you're balancing creativity, detail, and deadlines—often all at once. A Custom GPT isn’t replacing your role. It’s giving you breathing room, helping you focus on the high-impact work only you can do.
If you’re curious about building one for your firm or want help getting started, the MARKETLINK team is here to support you every step of the way.
