RFP Writer & Coordinator - The Sports Facilities Companies

Job Description

Job Description

PROPOSAL COORDINATOR

Sports Facilities Management, LLC

LOCATION: Clearwater, FL

DEPARTMENT: BUSINESS DEVELOPMENT

REPORTS TO: DIRECTOR OF BUSINESS DEVELOPMENT

STATUS: FULL-TIME (EXEMPT)

ABOUT THE COMPANY:

Sports Facilities Management, LLC (SFM) is a Sports Facilities Companies (SFC) company. SFC is the nation's leading resource for managing and developing sports, recreation, wellness, and events facilities. We provide a highly collaborative and supportive culture that raises our team members to new levels of career growth. Together, we will carve a path in a hyper-growing industry where you will enjoy the journey and learn from the industry's best while having some fun.

SFC has been awarded national recognition as a Top Workplace year over year and is considered a workplace of choice. Our mission-focused company is highly entrepreneurial, team-oriented with a culture centered on collaboration, accountability, excellence, and service. We are growing rapidly and looking for high performers at every level to grow with us.

POSITION SUMMARY:

We are seeking a highly organized Proposal Coordinator to support and manage the proposal development process within the Business Development department. Reporting to the Business Development Manager, this role will coordinate all stages of the RFP workflow-working closely with internal teams and external partners to ensure timely, accurate, and high-quality submissions. The Proposal Coordinator will assist with gathering content, tracking deadlines, organizing review cycles, and ensuring all proposal materials meet required standards and align with company branding. This position plays a key role in maintaining consistency, improving efficiency, and supporting the delivery of polished, compliant, and on-time RFP responses. This is a critical, high-visibility role that requires strong project management skills, excellent communication, and a sharp eye for detail.

PRIMARY RESPONSIBILITIES ARE INCLUDING BUT ARE NOT LIMITED TO THE FOLLOWING:

• Lead and coordinate the development of proposals (RFPs, RFIs, RFQs, SOQs) from kickoff through final submission, ensuring all deadlines are met
• Collaborate closely with the Business Development team, sales representatives, subject matter experts, and organizational leadership to gather project information, shape win themes, and ensure proposal accuracy and alignment with client requirements
• Manage proposal timelines, task assignments, and deliverables-tracking progress, maintaining accountability, and ensuring all components are completed on time
• Use Adobe InDesign to format, layout, and produce visually compelling, brand-aligned proposal documents
• Review, edit, and refine content submitted by internal contributors for clarity, consistency, and compliance
• Utilize AI tools and software to streamline content development, improve efficiency, and enhance proposal quality
• Proactively identify roadblocks, dependencies, and risks; escalate issues to the RFP Manager when needed to keep proposals on schedule
• Maintain and update proposal templates, boilerplate content, resumes, project sheets, and reference libraries to ensure information is current and accessible
• All tasks as assigned by management

PREFERRED SKILLS:

• Self-motivated, highly organized, and detail-oriented; able to manage multiple proposals and competing deadlines
• Strong project management and coordination skills, with the ability to work effectively with internal teams, external partners, and prospective clients
• Proficiency in Adobe InDesign and Microsoft Office (Word, PowerPoint, Excel)
• Ability to stay focused and perform confidently under tight deadlines and shifting priorities
• Excellent time-management skills, with the ability to multitask and respond quickly to changing needs

MINIMUM QUALIFICATIONS:

• Three or more years of experience in marketing, sales, and/or business development
• Proficiency using MS Office suite of programs and Adobe InDesign
• Demonstrated ability to create high-quality, custom documents through technical marketing writing and use of document design software to maintain brand and visual standards
• Proactive problem-solver who can anticipate needs and push work forward independently
• Confident communicator who can work with leadership and team members at all levels
• Strong leadership and collaboration skills, with a people-first mindset
• A calm, focused presence even under deadline pressure
• Two or more years of experience leading the RFP response process, preferably in a related industry
• Experience with CRM Administration

WORKING CONDITIONS AND PHYSICAL DEMANDS:

• Must be able to lift 20 pounds waist high
• Will be required to sit for extended periods of time operating a computer
• Office environment has intermittent noise

TRAVEL REQUIREMENTS:

• Minimal travel required