Senior Proposal Specialist

Kokolakis; Tarpon Springs (FL); On-site; USD 75,000 - 105,000; Full time

Benefits offered by this job

ESOP (employee ownership)

Employer-paid medical, dental, vision

401(k) with company match

Paid time off + holidays

Summer Fridays

Parental leave

Tuition reimbursement

Cell phone allowance

Mileage reimbursement

Wellness program reimbursement

Job summary

Kokolakis is seeking a Senior Proposal Coordinator to lead and execute high-profile submissions (SOQs, ITBs, RFQs, RFPs) in a fast-paced marketing environment. You will partner with executives, operations, and project teams to craft winning strategies and deliver high-quality materials.

Ideal candidates bring 5–7 years of proposal coordination experience in A/E/C, exceptional writing and editing skills, and strong PM capabilities.

Qualifications

• Bachelor's degree in marketing, communications, PR, or related field, or equivalent experience.
• 5–7 years of proposal coordination, marketing, or business development in A/E/C.
• CPSM designation is a plus.
• Proven experience leading complex proposals and managing multiple concurrent pursuits.
• Exceptional writing, editing, and communication skills.
• Strong project management and organizational abilities with tight deadlines.
• Ability to translate technical information into relatable marketing content.
• Proficiency with AI tools to increase efficiency and accuracy.

Responsibilities

• Lead the preparation and submission of SOQs, ITBs, RFQs, and RFPs, plus presentations and interview materials.
• Develop winning proposal strategies, key messaging, and content demonstrating qualifications and value.
• Manage the proposal process from start to finish with scheduling and task assignments.
• Collaborate with executives, project managers, estimators, and BD staff to gather information and craft pursuit strategies.
• Write, edit, and proofread proposal content for accuracy, consistency, and branding.
• Create and coordinate proposal graphics, layouts, infographics, and other visuals to enhance submissions.
• Review solicitation documents and develop compliance checklists, outlines, and schedules.
• Maintain and update proposal resources, resumes, references, licenses, templates, and marketing materials.
• Mentor Proposal Coordinators and support interview preparation.
• Represent the company at pre-proposal meetings and client engagements as needed.
• Identify opportunities to improve proposal processes, tools, and team efficiency.
• Support other marketing and business development initiatives as assigned.

Skills

Proposal writing

Project management

Communication

Editing

AI tools in work

Education

Bachelor's degree in marketing, communications, public relations, or related field

Equivalent experience

CPSM certification (plus)

Tools

MS Office (PowerPoint, Word)

Adobe InDesign

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.