Proposal Coordinator

RE/SPEC Inc.•Sarasota, FL

3d•$65,000 - $75,000•Remote

About The Position

RESPEC is searching for a full-time Proposal Coordinator to join our team! We continue to grow as we design innovative, world-class projects using state-of-the-art technologies. If you have an eye for detail and enjoy working with a variety of business development staff, this is the position for you. Available locations include: Rapid City, SD, Denver or Colorado Springs, CO, Fort Myers, Tampa, or Sarasota, FL, Bozeman or Helena, MT, San Antonio or Richardson, TX, and Pipersville, PA. Remote work acceptable. About the role: The Proposal Coordinator leads and manages the full proposal development lifecycle, including planning, coordination, and submission. This role oversees schedules, tools, materials, and compliance, while guiding teams on strategy, win themes, and messaging. The Proposal Coordinator collaborates closely with subject matter experts, subcontractors, and partners to develop high-quality, compelling proposals. This role also ensures consistency through effective template management, maintains proposal libraries and databases, and drives efficient, on-time submissions through strong organization and communication skills.

Requirements

Bachelor’s degree or higher from an accredited institution
Minimum five years of experience coordinating proposals in the AEC industry
Excellent verbal and written communication skills
Strong project coordination, organization and time management skills with ability to manage multiple projects and deadlines
Detail-oriented with emphasis on quality and accuracy
Self-motivated and flexible
Experience in overseeing and managing documents and databases
Strategic thinker who can link daily activities to broader goals
Proficient with MS Office
Must possess a valid driver's license and maintain a clean driving record; position requires operating a company or personal vehicle during work hours for business-related travel.

Nice To Haves

Experience in a writing-related field and using AI
Experience in graphic design and page layout using Adobe products
Experience in business development practices and salesforce

Responsibilities

Oversee the full proposal life cycle
Schedule, host, and attend meetings to coordinate team responsibilities, document deliverables, and development timelines
Set up proposal documents and page layout
Assist with outreach to subconsultants and prime consultants
Research the internet and internal databases for proposal content
Support the writing process with research, synthesis, collaboration, and review
Ensure proposals are compliant and submitted on time
Maintain a database of proposals and boilerplate language
Guide technical team in identifying win themes and strategy
Support client and opportunity data maintenance in salesforce
Other duties as assigned