Proposal Coordinator

Kokolakis; Tarpon Springs (FL); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

ESOP (Employee-Ownership)

100% employer-paid medical, dental, &視

401(k) with company match

Generous PTO & holidays

Paid parental leave

Tuition reimbursement

Cell phone allowance

Mileage reimbursement

Wellness program

Team events

Job summary

Kokolakis is seeking a creative, outgoing, and strategic thinker to join our growing marketing team as a Proposal Coordinator. You’ll craft compelling, compliant responses to SOQs, ITBs, RFQs, and RFPs, and collaborate with Executives, Project Managers, Preconstruction teams to support growth.

You’ll manage content from multiple departments, tailor proposals to client needs, support interview prep with materials and visuals, maintain marketing collateral, and help drive business development

Qualifications

• 2–4 years of professional experience in the AEC industry.
• Ability to manage multiple deadlines collaboratively.
• Strong editing and persuasive writing skills.
• Proficiency with AI tools for efficiency.

Responsibilities

• Develop high-quality Statements of Qualifications (SOQs), ITBs, RFQs, RFPs, presentations, and interview materials.
• Coordinate proposal efforts by scheduling kickoff meetings, establishing timelines, gathering team input, and maintaining CRM data.
• Collaborate with multiple departments to collect, organize, and develop content for proposals and client materials.
• Tailor proposal strategies, value propositions, and differentiators for each pursuit.
• Support interview prep with presentation materials, graphics, and collateral.

Skills

Collaborative mindset

Deadline management

Editing & writing

Project management

AI tools proficiency

Communication skills

Attention to detail

Organizational skills

Education

Degree in Marketing, Communications, Public Relations, Journalism, or Architecture/Design

Tools

Microsoft Office

PowerPoint

Word

Adobe Creative Suite

InDesign

Job description

Kokolakis is seeking a creative, outgoing, and strategic thinker to join our growing marketing team! As a Proposal Coordinator, you’ll play a key role in driving our business development efforts by crafting compelling, compliant responses to SOQs, ITBs, RFQs and RFPs. You’ll collaborate closely with internal and external stakeholders, including Executives, Project Managers, and Preconstruction teams, to support initiatives that fuel our firm’s growth.

Key Responsibilities

• Develop high-quality Statements of Qualifications (SOQs), Invitations to Bid (ITBs), Requests for Qualifications (RFQs), Requests for Proposals (RFPs), presentations, and interview materials that align with client requirements and company standards.
• Coordinate proposal efforts by scheduling kickoff meetings, establishing timelines, gathering team input, and maintaining proposal and client information within the CRM database.
• Collaborate with multiple departments to collect, organize, and develop content needed to support business development and secure new projects.
• Tailor proposal strategies, value propositions, and key differentiators to meet the unique needs of each pursuit.
• Support interview preparation through the creation of presentation materials, graphics, visual aids, and supporting collateral.
• Attend pre-proposal meetings, client presentations, and debriefings as needed.
• Maintain and update marketing materials, including project descriptions, resumes, photographs, references, licenses, certifications, and other qualification documents.
• Assist with additional marketing, communications, and business development initiatives as needed.

Qualifications, Experience and Education:

• A degree in marketing, communications, public relations, journalism, architecture/design, or a related combination of education and experience with 2-4 years of relevant professional experience in the architecture/engineering/construction (AEC) industry
• A collaborative mindset and ability to manage multiple deadlines
• Skilled editor and persuasive writer with exceptional attention to detail
• Strong project management, communications and organizational abilities with the capacity to meet tight deadlines
• Competence in the use of AI tools to increase efficiency and accuracy
• Advanced proficiency in Microsoft Office Suite, including PowerPoint and Word
• Advanced proficiency in Adobe Creative Suite, particularly InDesign with strong visual communication instincts

Why Join Kokolakis?

• Employee-owned company (ESOP) where employees directly benefit from long-term success
• 100% employer-paid medical, dental, and vision coverage for employees
• Competitive salary and 401(k) with company match
• Generous paid time off, including 3 weeks PTO, holidays, volunteer time off, and Summer Fridays
• Paid parental leave to support growing families
• Investment in your growth with paid CPE, licenses, and tuition reimbursement
• Additional perks including cell phone allowance, mileage reimbursement, and wellness program reimbursement
• Collaborative, team-oriented culture with company events and opportunities to stay connected

Kokolakis is an equal opportunity employer and considers all qualified applicants without regard to protected status.

Attention All Third-Party Agencies, Headhunters, and Recruiters

Kokolakis does not accept unsolicited resumes from third-party agencies. Any unsolicited submissions will be considered property of Kokolakis, and no fees will be paid