Senior Proposal Coordinator

We are seeking aSenior Proposal Coordinator with atleast 7 years of experiencefor ourBusiness Development Divisionin ourWest Palm Beach, Fort Lauderdale, Miami, Tampa, Orlando, Gainesville, or Tallahassee FLoffice.

The focus of this position is strategic coordination and execution. The senior proposal coordinator leads complex, multi-disciplinary proposal efforts by supporting both the strategic and execution phases of the pursuit lifecycle. This role partners with pursuit and proposal managers to develop compliant, client-focused proposals; write and edit technical content; and manage production from planning through final delivery and client selection. The coordinator maintains key marketing materials, ensures accuracy of CRM and project data, and collaborates with internal teams and external partners. This position requires strong strategic thinking, exceptional organization, attention to detail, and the ability to mentor junior staff while effectively coordinating multiple priorities in a fast-paced environment.

At WGI, you will find talented, passionate associates providing exceptional service in collaborative, team-driven environments, all while having fun and enjoying the work they do. We work to stay ahead of the curve by investing in the latest tools and technology. As one of the nation's top consulting firms, we consistently strive to promote efficiency, cultivate a culture our associates can proudly embrace, and empower our associates to advance their career growth at WGI, and beyond.

WGI is always looking for remarkable individuals to join our team and help us grow in our vision. If you think you are an innovative, self-motivated team-player, and want to shape your community, join our WGI team today!

WGI offers a complete Benefits package, including medical, dental, vision, LTD and STD, life insurance, 401k with match, PTO, holidays, HSA with company contribution, pet insurance, and employee assistance program.

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Responsibilities:

Lead and coordinate complex, multi-disciplinary proposal efforts, including scheduling, compliance planning, layout, formatting, production, printing, and final delivery.

• Collaborate with proposal and pursuit managers to produce high-quality, compliant proposals and presentations.

• Support and facilitate Go/No-Go decisions

• Gather information, outlining RFP requirements, and creating compliance matrices, checklists, and proposal calendars.

• Write, edit, and quality-check technical and marketing content to ensure alignment with RFP requirements, firm standards, and consistent spelling, grammar, and formatting.

• Develop, maintain, and proactively update boilerplate content, including resumes, firm bios, project descriptions, proposal narratives, project photos, and qualification materials.

• Maintain and update project and pursuit data, including CRM records, project cut sheets, opportunity statuses, and accuracy of information in tools such as the Project Mapping Tool.

• Coordinate with subconsultants and teaming partners, including identifying potential partners, requesting information, and managing external content exchange.

• Prepare and support interview and presentation efforts, including scheduling, rehearsal coordination, and production of presentation materials.

• Request and coordinate contract/legal reviews and schedule quality control reviews throughout the proposal process.

• Manage pursuit close-out activities, including organizing final files, archiving documents per protocol, tracking and following up on selection results until final award, and recording all available selection data in CRM.

• Provide firm qualifications and materials to internal teams or external parties as needed.

• Mentor and support junior marketing staff, including Proposal Coordinator and Proposal Assistant team members.

• Actively participate in professional or community organizations to represent and promote the firm.

Qualifications/Requirements:

• Associates or Bachelor's degree (in English, Communications, Journalism, Marketing preferred) OR equivalent demonstrated experience

• Minimum 7 years in the A/E/C industry preparing proposals for federal, state, and municipal clients desired

• Strong communication skills: Able to communicate clearly and concisely, both orally and in writing, with clients, team members, and leadership.

• Collaboration and teamwork: Works well independently and as part of a team, thriving in a collaborative environment and maintaining a positive, professional attitude.

• Organization and attention to detail: Excellent organizational skills and attention to detail, with the ability to manage multiple tasks concurrently while maintaining high standards.

• Time management and adaptability: Able to operate under tight deadlines, handle multiple projects simultaneously, and adjust to last-minute or urgent requests.

• Eagerness to learn: Demonstrates a willingness to learn and follow the company's proposal management processes.

• Professional demeanor: Maintains professionalism and positivity while interacting with clients and internal teams in a fast-paced, deadline-driven environment.

• Advanced skills in Adobe software (InDesign and Acrobat)

• Intermediate/Advanced skills in Microsoft Office software (Word, Excel, PowerPoint)

• Utilizing artificial intelligence (AI) a plus

• Pre-employment drug screening is a condition of employment

Applicants must be currently authorized to work in the U.S. on a full-time basis. We are unable to sponsor or take over sponsorship of employment visas

Physical Demands

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office setting. Hand-eye coordination is necessary to operate a computer, keyboard and mouse. Use of a telephone headset will allow for virtual communication with team members through Zoom and/or Microsoft Teams. While performing the duties of this job, the employee is often required to sit for prolonged periods, use hands/fingers to handle, feel or operate objects, tools or controls and reach with hands and arms, speak and hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

If you have what it takes to join our growing organization and want to be part of a dedicated team, please submit your resume for review by our Talent Acquisition Team. WGI provides a competitive salary and an outstanding work environment. Equal Opportunity Employer/Veterans/Disabled.

WGI does not accept any unsolicited resumes. Should any 3rd party agency or recruiter forward or submit any resume(s) to a WGI associate without a pre-existing contractual agreement, the submitted resume(s) will be deemed the property of WGI, and no placement fee will be provided.

All agencies and vendors are required to have a signed WGI vendor agreement from the WGI Chief HR Officer permitting them to work directly through our Talent Acquisition team. Obtaining this signed vendor agreement is the only way you will receive payment. Verbal or written commitments from any other member of our staff will not be binding.

All third-party recruiting/supplemental staffing agencies are expected to familiarize themselves and abide by this policy.