Proposal Coordinator

RESPEC; Sarasota (FL); On-site; USD 60,000 - 85,000; Full time

Job summary

RESPEC is seeking a full-time Proposal Coordinator to manage the full proposal development lifecycle, coordinating schedules, materials, and compliance across teams. The role partners with subject matter experts, subcontractors, and clients to craft high-quality proposals and ensure on-time submissions.

The ideal candidate has a Bachelor's degree and at least five years of proposal coordination experience in the AEC industry, with strong MS Office skills and a strategic mindset.

Qualifications

• Bachelor’s degree or higher from an accredited institution.
• Minimum five years of experience coordinating proposals in the AEC industry.
• Excellent verbal and written communication skills.
• Strong project coordination, organization and time management skills with ability to manage multiple projects and deadlines.
• Detail-oriented with emphasis on quality and accuracy.
• Self-motivated and flexible.
• Experience in overseeing and managing documents and databases.
• Strategic thinker who can link daily activities to broader goals.
• Proficient with MS Office.
• Must possess a valid driver's license and maintain a clean driving record; position requires operating a company or personal vehicle during work hours for business-related travel.

Responsibilities

• Oversee the full proposal life cycle
• Schedule, host, and attend meetings to coordinate team responsibilities, document deliverables, and development timelines
• Set up proposal documents and page layout
• Assist with outreach to subconsultants and prime consultants
• Research the internet and internal databases for proposal content
• Support the writing process with research, synthesis, collaboration, and review
• Ensure proposals are compliant and submitted on time
• Maintain a database of proposals and boilerplate language
• Guide technical team in identifying win themes and strategy
• Support client and opportunity data maintenance in Salesforce
• Other duties as assigned

Skills

Verbal communication

Written communication

Project coordination

Time management

Detail-oriented

MS Office

Driving license

Education

Bachelor's degree

Tools

MS Office

Salesforce

Adobe Creative Suite

Job description

RESPEC is searching for a full-time Proposal Coordinator to join our team! We continue to grow as we design innovative, world-class projects using state-of-the-art technologies. If you have an eye for detail and enjoy working with a variety of business development staff, this is the position for you. Available locations include: Rapid City, SD, Denver or Colorado Springs, CO, Fort Myers, Tampa, or Sarasota, FL, Bozeman or Helena, MT, San Antonio or Richardson, TX, and Pipersville, PA. Remote work acceptable.

About the role:

The Proposal Coordinator leads and manages the full proposal development lifecycle, including planning, coordination, and submission. This role oversees schedules, tools, materials, and compliance, while guiding teams on strategy, win themes, and messaging.

The Proposal Coordinator collaborates closely with subject matter experts, subcontractors, and partners to develop high-quality, compelling proposals. This role also ensures consistency through effective template management, maintains proposal libraries and databases, and drives efficient, on-time submissions through strong organization and communication skills.

• Oversee the full proposal life cycle
• Schedule, host, and attend meetings to coordinate team responsibilities, document deliverables, and development timelines
• Set up proposal documents and page layout
• Assist with outreach to subconsultants and prime consultants
• Research the internet and internal databases for proposal content
• Support the writing process with research, synthesis, collaboration, and review
• Ensure proposals are compliant and submitted on time
• Maintain a database of proposals and boilerplate language
• Guide technical team in identifying win themes and strategy
• Support client and opportunity data maintenance in salesforce
• Other duties as assigned

Qualifications

Our ideal candidate will possess the following qualifications:

• Bachelor’s degree or higher from an accredited institution
• Minimum five years of experience coordinating proposals in the AEC industry
• Excellent verbal and written communication skills
• Strong project coordination, organization and time management skills with ability to manage multiple projects and deadlines
• Detail-oriented with emphasis on quality and accuracy
• Self-motivated and flexible
• Experience in overseeing and managing documents and databases
• Strategic thinker who can link daily activities to broader goals
• Proficient with MS Office
• Must possess a valid driver's license and maintain a clean driving record; position requires operating a company or personal vehicle during work hours for business-related travel.

Preferred, but not required qualifications:

• Experience in a writing-related field and using AI
• Experience in graphic design and page layout using Adobe products
• Experience in business development practices and salesforce