Proposal Coordinator

Proposal Coordinator - Cutler Bay, FL

Our team is filled with innovators, overachievers, and difference makers-hard working professionals who care about their work, their communities, and the lives of people around them. The positive, charismatic nature of the people behind SAFEbuilt fuels our commitment to keeping our communities strong and safely built. Join us and discover unbounded opportunities for a meaningful and rewarding career.


We are currently seeking a talented and experienced Proposal Coordinator to join our team of professionals. The Proposal Coordinator will play a crucial role in facilitating the proposal process by providing administrative, logistical, and research support. This position is ideal for individuals looking to gain experience in proposal development within a dynamic and collaborative work environment. Candidates with experience in municipal government, permitting, development services, building department operations, project coordination, or proposal development are encouraged to apply. You'll be a member of our highly respected team of professionals with a full complement of resources to support you and exciting projects to keep you challenged.


Responsibilities:

1. Administrative Support : Assist in organizing and maintaining proposal-related documents, schedules, and databases. This includes managing version control, file naming conventions, and document storage.
2. Document Preparation : Format, proofread, and edit proposal documents (i.e.. Resumes, Proposal Forms, etc.) to ensure consistency, accuracy, and compliance with formatting guidelines and company standards.
3. Research : Conduct research on prospective clients, industry trends, competitors, and other relevant topics to support proposal development and customization.
4. Content Gathering: Collaborate with subject matter experts to gather and compile information for proposal content, such as project descriptions, qualifications, resumes, and case studies.
5. Graphics and Visuals: Assist in the creation and customization of graphics, charts, and visuals to enhance proposal layouts and presentations.
6. Proposal Coordination : Provide support in coordinating meetings, conference calls, and review sessions with internal teams and external partners to facilitate collaboration and document feedback.
7. Database Management: Maintain and update proposal-related databases, including client information, past proposals, boilerplate content, and reusable templates.
8. Compliance Checking : Assist in conducting compliance checks to ensure that proposal submissions meet all specified requirements and deadlines.
9. Quality Assurance : Assist in proofreading and reviewing completed proposals to identify and correct errors, inconsistencies, and formatting issues.
10. Proposal Production: Coordinate the production and printing process of proposals, ensuring timely delivery of high-quality printed materials in accordance with established guidelines and client requirements.
11. Collaborate with operations staff, building officials, inspectors, plan reviewers, permit technicians, planners, and business development personnel to gather information and develop proposal content for municipal clients and procurement opportunities.

Knowledge & Skills

• Experience in proposal coordination, municipal government, permitting, building department operations, development services, project coordination, construction administration, or a related field is preferred.
• Experience working with Operations and Business Development teams.
• Strong organizational skills with the ability to prioritize tasks, manage multiple deadlines, and adapt to changing priorities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with document formatting and editing tools. InDesign experience is a plus
• Excellent written and verbal communication skills, with a keen eye for detail and accuracy.
• Ability to work effectively both independently and collaboratively in a fast-paced, deadline-driven environment.
• Basic understanding of proposal development processes and best practices is a plus.

Experience & Education

• 2+ years of experience in proposal development, permitting, building department administration, development services, municipal operations, project coordination, or related administrative support experience preferred.
• Experience working with local governments, building departments, permit centers, planning departments, engineering firms, consulting firms, or construction-related organizations is highly desirable.

Physical Requirements/Working Environment

• Demonstrate ability to work efficiently under conditions of multiple deadlines and changing priorities to produce a large volume of high-quality material with attention to detail.

COMPENSATION: SAFEbuilt pays competitive wages and has a strong benefits package.

More About SAFEbuilt: The fastest growing provider of privatized community development solutions in the country, SAFEbuilt partners with over 1700 communities of all shapes and sizes throughout the country for the efficient delivery of privatized community development solutions including: building department services, community and transportation planning & zoning and community improvement services. Learn more at:

With Growth Comes Opportunity! Our culture is positive and energetic as we empower people to do what they do best. SAFEbuilt employs over 1600 highly qualified and motivated individuals who share the common Core Values of Integrity, Respect, Service, Teamwork and Improvement. We offer a strong salary and benefits package to reward ability, certification levels, and work experience. Benefits include health, dental, vision, life, and disability insurances, paid holidays, paid time off, paid training, new certification bonuses, a matching 401K Plan, and more.

SAFEbuilt is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, gender identity, gender expression, age, disability, veteran status or any other protected factor.

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