Senior Proposal Specialist

Job Description

Job Description

Location: Tarpon Springs, FL

Reports To: Vice President of Marketing

Position Type: Full-Time

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 position requires exceptional writing, editing, project management, and communication skills, along with the ability to develop winning strategies, mentor team members, and ensure the highest quality deliverables in a fast-paced, deadline-driven environment.

Key Responsibilities:

• Lead the planning, development, and submission of complex SOQs, ITBs, RFQs, RFPs, presentations, and interview materials
• Develop proposal strategies, themes, and messaging that align with client objectives and company strengths
• Manage the entire proposal lifecycle, including scheduling, content development, reviews, production, and submission
• Coordinate and facilitate pursuit planning meetings with executives, project managers, estimators, and business development staff
• Write, edit, and proofread proposal content to ensure accuracy, consistency, compliance, and adherence to brand standards
• Design and oversee the development of graphics, layouts, infographics, and visual content to enhance proposal quality
• Review solicitation requirements and develop compliance matrices, schedules and outlines to ensure all submission requirements are met
• Maintain and continuously improve proposal templates, resumes, project descriptions, references, licenses, certifications, and other marketing collateral
• Mentor and provide guidance to Proposal Coordinators and other marketing team members
• Assist with interview preparation, including presentation development, rehearsal coordination, and leave-behind materials
• Attend pre-proposal conferences, networking events, industry functions, and client meetings as needed
• Identify opportunities to improve proposal processes, tools, and efficiencies
• Assist with other business development/marketing functions, as necessary

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.

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.