Proposal Coordinator

We are seeking a

Proposal Coordinator with 1+ years of experience

for our

Business Development

Division in

any of our Florida

offices.

The focus of this position is execution. Work directly with proposal managers to produce high-quality proposals and presentations. The key responsibilities include information gathering and maintenance; layout, production, and delivery of proposals and presentations; and data entry and management.

This position requires exceptional time‑management, attention to detail, planning, organization, layout software, and interpersonal skills. The ability to pivot easily between tasks is crucial for the successful performance of this role.

Responsibilities

Collaborate with proposal managers to produce high‑quality compliant proposals.

Produce, lay out, and deliver proposals and presentations.

Identify and outline RFP requirements, create compliance matrix/checklists and calendars.

Schedule proposal production planning meetings.

Request contract and legal reviews.

Schedule quality control reviews.

Layout covers and tabs in coordination with the proposal manager.

Gather information and documents for use in proposals.

Prepare and send drafts for quality control reviews.

Manage the pursuit closing process.

Keep opportunities up to date in the database.

Update resumes and project descriptions in the database.

Follow up on results until a pursuit is awarded.

Ensure quality of all produced material – consistency, spelling, grammar.

Proactively update proposal elements, resumes, project descriptions, project photos, and boilerplate material.

Maintain organized documents following the filing protocol for proposal archive.

Qualifications

Associate or Bachelor’s degree in English, Communications, Journalism, Marketing preferred, or equivalent demonstrated experience.

Minimum 1+ years in A/E/C industry preparing proposals for federal, state, and municipal clients desired.

Ability to thrive in a collaborative environment and work well with others.

Strong written and verbal communication skills.

Strong organizational and time‑management skills.

Ability to work with a proposal manager displaying a positive, professional attitude.

Eagerness to learn and follow the company’s proposal management process.

Ability to operate under tight deadlines, handle multiple simultaneous projects, and manage last‑minute requests.

Intermediate skills in Adobe InDesign and Acrobat.

Advanced skills in Microsoft Office (Word, Excel, PowerPoint).

Experience using artificial intelligence (AI) is a plus.

Pre‑employment drug screening is a condition of employment.

Applicants must be currently authorized to work in the U.S. on a full‑time basis; no sponsorship for employment visas.

Physical Demands
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office setting. Hand and eye coordination are necessary to operate a computer, keyboard, and mouse. Phone headset use will allow virtual communication via Zoom and/or Microsoft Teams. The employee is often required to sit for prolonged periods, use hands and fingers to handle and operate objects, tools or controls, reach with hands and arms, speak and hear. Specific vision abilities required include close vision, distance vision, color, peripheral vision, depth perception, and the ability to adjust focus.

Equal Opportunity Employer/Veterans/Disabled.

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