Office Manager & Proposal Specialist

Holmes King Kallquist  & Associates is a mid-sized, full-service architectural firm located in Syracuse, New York, offering professional design services in architecture, historic preservation, and interior design. We are seeking a highly organized and motivated individual with excellent communication skills to join our team. The ideal candidate thrives in a fast-paced environment, can effectively manage multiple priorities and deadlines, and is committed to helping maintain the efficient day-to-day operation of the office.

This role requires strong attention to detail, adaptability, and a proactive approach to supporting both staff and clients.

The Office Manager/Proposal Specialist manages the day-to-day administration and operations of our office. This role is responsible for ensuring efficient office operations, coordinating support services, and serving as a key resource for employees and leadership. The Office Manager will also be responsible for implementing and maintaining firm policies, procedures, and operational strategies to ensure consistency and compliance.

The Proposal Specialist is vital to the firm's business development efforts. They are responsible for coordinating, writing, and producing responses to requests for qualifications (RFQs) and requests for proposals (RFPs) and must take the initiative to proactively collaborate with colleagues and effectively translate technical content into organized and thoughtful narratives and graphics. A commitment to taking ownership of proposal production from start to finish and delivering excellence is essential.

• Manage day-to-day office operations, facilities and administrative functions.
• Provide administrative executive support to management.
• Order all printed materials for office use and marketing needs.
• Maintain job list database.
• Obtain and keep records of all job-related insurance certificates; subconsultant insurance certificates; and is liaison with insurance provider for annual insurance renewal.
• Filing and maintenance of contracts.
• Perform all notarial duties.
• Office liaison for office copy machines, telephone system and cleaning service.
• Performs all job filing and dead filing duties.

• Lead the development of high-quality proposals, qualifications packages, and presentations in response to RFP/RFQs and other solicitations from potential clients.
• Manage the proposal process from inception to submission, including team coordination, research writing, editing, graphic design, layout, and delivery.
• Write and edit proposal content, including summaries, project descriptions, methodologies, schedules, budgets, resumes, and other sections, ensuring clarity, coherence, and consistency in messaging and branding.
• Work closely with project managers, architects, engineers, and other subject matter experts to gather relevant information, insights, and technical details necessary to tailor proposals to the specific requirements of each project and client.
• Maintain and update database of proposal content, templates, resumes project profiles, and other reusable materials to streamline proposal development and improve efficiency.
• Assist with awards submissions.

• Minimum of 4 years’ technical writing experience in the A/E/C industry required.
• Bachelor’s degree in Marketing, Business, or related field required.
• Proficient with Adobe Creative Suite (especially InDesign), Acrobat, and Microsoft Word, Excel, and Power Point.
• Experience in proposal writing, coordination, and production.
• Excellent written and oral communication skills.
• Excellent time management and organizational skills.
• The ability to multi-task, switch tasks when needed, and work within tight time frames is a must.
• A commissioned Notary Public is a plus; willingness to obtain one is also preferred.

Salary: $65,000 - $75,000 annually, commensurate with experience.

We offer excellent benefits, competitive compensation, and the opportunity to work in a professional, collaborative work environment.

Equal Opportunity Employer

Holmes King Kallquist  & Associates is proud to be an equal opportunity employer committed to hiring a diverse and inclusive workforce. HKK upholds equality in every aspect of hiring and employment, affording consideration to employees and candidates without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, or any protected characteristic established under…