What are the responsibilities and job description for the Proposal Coordinator position at Kokolakis?
Proposal Coordinator
This is an IN-OFFICE POSITION.
Location: Tarpon Springs, FL
Reports To: Vice President of Marketing
Position Type: Full-Time
Kokolakis is seeking a creative, outgoing, and strategic thinker to join our growing marketing team! As a Proposal Coordinator, you’ll play a key role in driving our business development efforts by crafting compelling, compliant responses to SOQs, ITBs, RFQs and RFPs. You’ll collaborate closely with internal and external stakeholders, including Executives, Project Managers, and Preconstruction teams, to support initiatives that fuel our firm’s growth.
Key Responsibilities
- Develop high-quality Statements of Qualifications (SOQs), Invitations to Bid (ITBs), Requests for Qualifications (RFQs), Requests for Proposals (RFPs), presentations, and interview materials that align with client requirements and company standards.
- Coordinate proposal efforts by scheduling kickoff meetings, establishing timelines, gathering team input, and maintaining proposal and client information within the CRM database.
- Collaborate with multiple departments to collect, organize, and develop content needed to support business development and secure new projects.
- Tailor proposal strategies, value propositions, and key differentiators to meet the unique needs of each pursuit.
- Support interview preparation through the creation of presentation materials, graphics, visual aids, and supporting collateral.
- Attend pre-proposal meetings, client presentations, and debriefings as needed.
- Maintain and update marketing materials, including project descriptions, resumes, photographs, references, licenses, certifications, and other qualification documents.
- Assist with additional marketing, communications, and business development initiatives as needed.
Qualifications, Experience and Education:
- A degree in marketing, communications, public relations, journalism, architecture/design, or a related combination of education and experience with 2-4 years of relevant professional experience in the architecture/engineering/construction (AEC) industry
- A collaborative mindset and ability to manage multiple deadlines
- Skilled editor and persuasive writer with exceptional attention to detail
- Strong project management, communications and organizational abilities with the capacity to meet tight deadlines
- 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