Senior Proposal Specialist

J Kokolakis Contracting Inc; Tarpon Springs (FL); On-site; USD 80,000 - 105,000; Full time

Benefits offered by this job

ESOP

Medical coverage

401(k) match

Paid time off

Summer Fridays

Parental leave

Tuition reimbursement

Cell phone allowance

Mileage reimbursement

Wellness program

Job summary

J. Kokolakis Contracting Inc. seeks a Senior Proposal Coordinator to lead the development of high-profile SOQs, ITBs, RFQs, and RFPs in an in-office setting in Florida. You will drive strategy, messaging, and timelines while coordinating executives, project teams, and marketing colleagues.

The role demands outstanding writing, editing, and project-management skills, with a proven ability to mentor teammates and deliver quality proposals under tight deadlines. CPSM certification is a plus.

Qualifications

• Bachelor’s degree in marketing, communications, public relations, or related field, and/or equivalent experience.
• Minimum of 5–7 years of proposal coordination, marketing, or business development experience in A/E/C industry preferred.
• Certified Professional Services Marketer (CPSM) designation is a plus.
• Experience leading complex proposals and managing multiple pursuits.
• Exceptional writing, editing, proofreading, and communication skills.
• Strong project management and organizational abilities with ability to meet deadlines.
• Ability to translate technical information into relatable marketing content.
• Competence in AI tools to increase efficiency and accuracy.
• Advanced proficiency in MS Office (PowerPoint, Word).
• Advanced proficiency in Adobe Creative Suite, especially InDesign.

Responsibilities

• Lead the preparation and submission of SOQs, ITBs, RFQs, and RFPs for public and private sector pursuits.
• Develop winning proposal strategies, messaging, and content communicating qualifications and value.
• Manage the proposal process from start to finish with scheduling, task assignment, and on-time submissions.
• Collaborate with executives, project managers, estimators, and business development staff to gather information.
• Write, edit, and proofread proposal content for accuracy and branding compliance.
• Create and coordinate proposal graphics, layouts, and visuals to enhance submissions.
• Review solicitation documents and develop compliance checklists and schedules.
• Maintain and update proposal resources and marketing materials.
• Mentor Proposal Coordinators and guide best practices.
• Assist with interview prep and client presentations.

Skills

Proposal coordination

Writing & editing

Project management

Strategic thinking

Mentoring

AI tools usage

Communication

Public relations

Education

Bachelor’s degree in Marketing/Communications/Public Relations

CPSM designation (plus)

Tools

Microsoft Office

Adobe InDesign

Adobe Creative Suite

Job description

Position Type: Full-Time- IN OFFICE POSITION- Not Remote

Kokolakis is seeking an experienced, highly organized, and strategic Senior Proposal Coordinator to join our growing marketing team! In this role, you will lead the development and execution of high-profile Statements of Qualifications (SOQs), Invitations to Bid (ITBs), Requests for Qualifications (RFQs), and Requests for Proposals (RFPs) that support the company’s continued growth.

The Senior Proposal Coordinator serves as a key partner to executive leadership, business development, operations, and project teams by managing complex pursuits from inception through submission. This role requires strong writing, editing, project management, and communication skills, along with the ability to develop winning strategies, mentor team members, and deliver high-quality work in a fast-paced, deadline-driven environment.

Key Responsibilities

• Lead the preparation and submission of Statements of Qualifications (SOQs), Invitations to Bid (ITBs), Requests for Qualifications (RFQs), Requests for Proposals (RFPs), presentations, and interview materials for public and private sector pursuits.
• Develop winning proposal strategies, key messaging, and content that clearly communicates the company's qualifications, experience, and value to clients.
• Manage the proposal process from start to finish, including scheduling, assigning tasks, coordinating reviews, and ensuring on-time submissions.
• Collaborate with executives, project managers, estimators, and business development staff to gather information and develop pursuit strategies.
• Write, edit, and proofread proposal content to ensure accuracy, consistency, compliance with client requirements, and adherence to company branding standards.
• Create and coordinate proposal graphics, layouts, infographics, and other visual elements that enhance the quality and professionalism of submissions.
• Review solicitation documents and develop compliance checklists, outlines, and schedules to ensure all requirements are addressed.
• Maintain and update proposal resources, including project descriptions, resumes, references, licenses, certifications, templates, and other marketing materials.
• Support and mentor Proposal Coordinators and other marketing team members by guiding proposal development best practices.
• Assist with interview preparation by developing presentations, coordinating rehearsals, and preparing supporting materials.
• Represent the company at pre-proposal meetings, networking events, industry functions, and client meetings as needed.
• Identify and implement opportunities to improve proposal processes, tools, and overall team efficiency.
• Provide support for other marketing and business development initiatives as assigned.

Qualifications, Experience and Education:

• Bachelor’s degree in marketing, communications, public relations, or related field, and/or equivalent experience
• Minimum of 5-7 years of proposal coordination, marketing, or business development experience, preferably within the Architecture, Engineering, and Construction (A/E/C) industry
• Certified Professional Services Marketer (CPSM) designation is a plus
• Demonstrated experience leading complex proposals and managing multiple concurrent pursuits
• Exceptional writing, editing, proofreading, and communication skills
• Strong project management and organizational abilities with the capacity to meet tight deadlines
• Ability to translate technical information into relatable marketing content
• 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.