Senior Proposal Coordinator

Senior Proposal Coordinator

Job Location s: US-FL-Tampa | US-FL-West Palm Beach | US-FL-Fort Lauderdale | US-FL-Gainesville | US-FL-Miami | US-FL-Orlando | US-FL-Tallahassee

We are seeking a Senior Proposal Coordinator with at least 7 years of experience for our Business Development Division in our West Palm Beach, Fort Lauderdale, Miami, Tampa, Orlando, Gainesville, or Tallahassee, FL office. This role focuses on strategic coordination and execution of complex, multi‑disciplinary proposal efforts. The coordinator will partner with pursuit and proposal managers to develop compliant, client‑focused proposals, write and edit technical content, and manage production from planning through final delivery and client selection.

The position requires strong strategic thinking, exceptional organization, attention to detail, and the ability to mentor junior staff while effectively coordinating multiple priorities in a fast‑paced environment.

• Lead and coordinate complex, multi‑disciplinary proposal efforts, including scheduling, compliance planning, layout, formatting, production, printing, and final delivery.
• Collaborate with proposal and pursuit managers to produce high‑quality, compliant proposals and presentations.
• Support and facilitate Go/No‑Go decisions.
• Gather information, outline RFP requirements, and create compliance matrices, checklists, and proposal calendars.
• Write, edit, and quality‑check technical and marketing content to ensure alignment with RFP requirements, firm standards, and consistent spelling, grammar, and formatting.
• Develop, maintain, and proactively update boilerplate content, including resumes, firm bios, project descriptions, proposal narratives, project photos, and qualification materials.
• Maintain and update project and pursuit data, including CRM records, project cut sheets, opportunity statuses, and accuracy of information in tools such as the Project Mapping Tool.
• Coordinate with subconsultants and teaming partners, including identifying potential partners, requesting information, and managing external content exchange.
• Prepare and support interview and presentation efforts, including scheduling, rehearsal coordination, and production of presentation materials.
• Request and coordinate contract/legal reviews and schedule quality control reviews throughout the proposal process.
• Manage pursuit close‑out activities, including organizing final files, archiving documents per protocol, tracking and following up on selection results until final award, and recording all available selection data in CRM.
• Provide firm qualifications and materials to internal teams or external parties as needed.
• Mentor and support junior marketing staff, including Proposal Coordinator and Proposal Assistant team members.
• Actively participate in professional or community organizations to represent and promote the firm.

• Associate's or Bachelor's degree (in English, Communications, Journalism, Marketing preferred) OR equivalent demonstrated experience.
• Minimum 7 years in the A/E/C industry preparing proposals for federal, state, and municipal clients desired.
• Strong communication skills:
  Able to communicate clearly and concisely, both orally and in writing, with clients, team members, and leadership.
• Collaboration and teamwork:
  Works well independently and as part of a team, thriving in a collaborative environment and maintaining a positive, professional attitude.
• Organization and attention to detail:
  Excellent organizational skills and attention to detail, with the ability to manage multiple tasks concurrently while maintaining high standards.
• Time management and adaptability:
  Able to operate under tight deadlines, handle multiple projects simultaneously, and adjust to last‑minute or urgent requests.
• Eagerness to learn:
  Demonstrates a willingness to learn and follow the company's proposal management processes.
• Professional demeanor:
  Maintains professionalism and positivity while interacting with clients and internal teams in a fast‑paced, deadline‑driven environment.
• Advanced skills in Adobe software (InDesign and Acrobat).
• Intermediate/Advanced skills in Microsoft Office software…