Proposal Specialist

About the Job

Established in 1990, Owens Realty Services is a full-service commercial brokerage, investment, management, maintenance, housekeeping and environmental services company. Our comprehensive roster of services efficiently and economically manages the operation of sophisticated real estate investment portfolios, residential apartment and condominium complexes, government buildings, educational facilities, corporate campuses, high-profile venues and family entertainment parks in both the public and private sector. Owens Realty Services affiliates with significant industry associations to stay on the forefront of the development of new management models, marketing strategies, maintenance techniques and industry product lines. We integrate industry best practices to achieve the highest quality of service delivery for our clients.

With an emphasis on customized management plans, our services result in maintaining the maximum life cycles for critical capital investments, a healthy and clean environment for all building tenants and visitors, as well as substantial cost savings. Owens Realty Services saves our clients, on average, approximately $1.00 per square foot in operational cost savings.

Owens Realty Services portfolio includes over 25 million square feet of first class, high profile facilities in Connecticut, Florida, Georgia, Rhode Island, North Carolina, and New York with a value of more than $8 billion in real estate net worth and $30 million in gross annual revenue. With over 1,000 industry professionals company-wide, our organization continues to experience extraordinary growth attributed to our overwhelming commitment and dedication to the absolute best and most innovative services in the industry.

Our employees experience a dynamic and rewarding place to work. We have a reputation for outstanding customer service, professionalism, teamwork, and exceeding client expectations. We consider the employees of Owens Realty Services and Owens Facility Services to be one of our most valuable resources. Our employees treat others in a friendly and courteous manner and have respect for other employees, tenants, visitors and our clients property.

Proposal Specialist

Full-Time | On-site

We are seeking a highly skilled, detail-oriented Proposal Specialist to support the development and production of high-quality proposals, qualifications packages, and marketing materials in response to RFPs and other business development opportunities. This role is ideal for a strong individual contributor who can own proposal execution end-to-end-writing, editing, formatting, ensuring compliance, and delivering polished, on-time submissions.

This role requires a proven proposal professional who is comfortable managing complex, detailed (200 plus pages) RFPs with varying requirements , maintaining strict compliance, and driving timelines across multiple stakeholders. The ideal candidate is familiar with Integrated Facility Management (IFM) pursuits and can translate cross-functional operational inputs-facility services, maintenance, and janitorial scopes-into compelling, compliant proposal content.

This position is on-site in our Orlando office five (5) days per week .

Proposal & Qualifications Development:

• Lead the development of proposal responses, qualifications packages, and supporting documentation for RFPs and other pursuit opportunities.
• Write, edit, and refine proposal narrative content including executive summaries, approach/methodology, staffing plans, project descriptions, case studies, resumes, cover letters, and differentiators.
• Translate complex requirements into clear, persuasive, client-ready content tailored to each opportunity.
• Partner with internal stakeholders to gather required inputs and ensure content is accurate, complete, and aligned with operational capabilities.

RFP Compliance, Scheduling & Deadline Management:

• Independently manage proposal schedules and deliverables from kickoff through submission, ensuring milestones are met and progress stays on track.
• Review RFP instructions thoroughly and build compliance matrices/checklists to confirm every requirement is addressed (forms, attachments, page limits, formatting rules, certifications, etc.).
• Coordinate reviews, incorporate feedback efficiently, and maintain version control to ensure clean, error-free final deliverables.
• Maintain a timeline-focused, highly organized approach while supporting multiple concurrent pursuits and shifting deadlines.

Content Library & Process Support:

• Maintain and continuously improve proposal content libraries, including resumes, project sheets, case studies, boilerplate narratives, and templates.
• Support proposal process improvements by implementing standardized templates, repeatable workflows, and best practices to increase quality and efficiency.

Creative & Design:

• Use Adobe InDesign to design and format proposals, qualifications packages, and branded templates consistent with company standards.
• Ensure submissions are visually polished, easy to navigate, and professionally presented.
• Support light graphic updates and edits using Adobe Creative Suite tools (Photoshop, Illustrator), as needed.

Required:

• Bachelor's degree in Marketing, Communications, Journalism, English, Business, or related field (or equivalent experience).
• 2-5+ years of direct proposal experience , including ownership of detailed RFP responses with varying and complex requirements .
• Demonstrated ability to manage the full proposal lifecycle: kickoff, compliance planning, content development, reviews, production, and submission.
• Strong understanding of RFP evaluation criteria and proposal best practices, including win themes, compliance matrices, and review/scoring strategy.
• Highly organized and deadline-driven, with proven ability to manage multiple timelines and priorities without sacrificing quality.
• Advanced writing, editing, and proofreading skills with strong attention to detail and consistency.
• Proficiency in Adobe InDesign and experience producing client-ready deliverables using branded templates and structured layouts.
• Working knowledge of Adobe Creative Suite tools (Photoshop, Illustrator) for light visual edits.
• Familiarity with Integrated Facility Management (IFM) RFP responses, including facility services, maintenance, and janitorial scopes, and the ability to translate operational requirements into compliant proposal content (required).
• Strong communication skills and the ability to collaborate effectively with internal stakeholders at all levels.

We look for employees who will:

• Strive for professional excellence in the performance of their jobs.
• Understand and support the company's direction.
• Provide superior service to our customers and employees.
• Be flexible, innovative, and responsible to change.
• Manage human and financial resources wisely.
• Be a team player, helping others to succeed.
• Encourage open communication throughout the company.
• Treat all individuals with dignity and respect.
• Have pride in and sell Owens Realty Services to others.
• Be energetic and excited about their field of work and of others around them.
• Be able to go above and beyond what is expected of them.
• Be involved and enveloped in the entire business of our company.

Owens Realty Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.

Owens Realty Services is a Drug-Free Workplace. Employment is contingent upon passing a pre-employment drug screening and background check.

About the Company

Established in 1990, Owens Realty Services is a full-service commercial brokerage, investment, management, maintenance, housekeeping and environmental services company. Our comprehensive roster of services efficiently and economically manages the operation of sophisticated real estate investment portfolios, residential apartment and condominium complexes, government buildings, educational facilities, corporate campuses, high-profile venues and family entertainment parks in both the public and private sector. Owens Realty Services affiliates with significant industry associations to stay on the forefront of the development of new management models, marketing strategies, maintenance techniques and industry product lines. We integrate industry best practices to achieve the highest quality of service delivery for our clients.With an emphasis on customized management plans, our services result in maintaining the maximum life cycles for critical capital investments, a healthy and clean environment for all building tenants and visitors, as well as substantial cost savings. Owens Realty Services saves our clients, on average, approximately $1.00 per square foot in operational cost savings.Owens Realty Services portfolio includes over 25 million square feet of first class, high profile facilities in Connecticut , Florida, North Carolina and New York with a value of more than $8 billion in real estate net worth and $30 million in gross annual revenue. With over 1,000 industry professionals company-wide, our organization continues to experience extraordinary growth attributed to our overwhelming commitment and dedication to the absolute best and most innovative services in the industry.