Proposal Coordinator Assistant

We are seeking a

Proposal Coordinator Assistant

for our

Geospatial Division

in our

Tampa or Orlando, FL

office. This transitional position provides an opportunity to learn the full proposal development process while developing the skills required to become a full proposal coordinator. It requires strong attention to detail, a learning attitude, the ability to follow instructions, resourcefulness, and effective time and priority management.

Responsibilities

Assist in preparing and formatting resumes, SF330s, project sheets, and proposal templates

Gather and coordinate information for new project sheets with marketing staff

Maintain and update proposal and CRM libraries, including opportunity and contact records in AEC360

Support proposal development, including editing, formatting, compliance review, and page-turn reviews

Coordinate proposal production logistics such as printing, covers, tabs, and shipping/delivery

Participate in proposal production meetings to understand and support WGI's coordination process

Assist with the proposal closing process and ensure proper archival of documents

Update resumes and other marketing materials in AEC360

Follow up on opportunity outcomes and update AEC360 accordingly

Collaborate with subconsultants to gather necessary proposal information

Attend internal team meetings to stay aligned on proposal and marketing activities

Qualifications

Strong written and verbal communication skills

Excellent organizational and time management skills

Ability to follow instructions, resourcefulness, and a positive can‑do attitude

Self‑starter and motivated to learn new skills

Detail‑oriented and quality‑mindful

Basic skills in Adobe software (InDesign and Acrobat) and Microsoft Office (Word, Excel, PowerPoint, Teams)

Must be flexible and willing to work overtime when needed

Applicants must be currently authorized to work in the U.S. on a full‑time basis. The company is unable to sponsor or take over sponsorship of employment visas.

0 to 3 years of relevant experience preferred

Bachelor’s degree in English, Communications, Marketing, or equivalent experience

Must thrive in a collaborative environment and work well with others

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. The work is performed in an office setting. Hand‑eye coordination is necessary to operate a computer, keyboard and mouse. Use of a telephone headset is required for virtual communication via Zoom or Microsoft Teams. The employee often sits for prolonged periods and sometimes uses hands/fingers to handle, feel or operate objects, tools or controls, reach with hands and arms, speak and hear. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Reasonable accommodations may be made to accommodate physically‑challenged employees.

Equal Opportunity Employer / Veterans / Disabled.

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