Proposal Writer/Specialist

Proposal Writer/Specialist

We are seeking a highly skilled, detail-oriented Proposal Specialist to support the development and production of high-quality proposals, qualifications packages, and marketing materials in response to RFPs and other business development opportunities. This role is ideal for a strong individual contributor who can own proposal execution end-to-end—writing, editing, formatting, ensuring compliance, and delivering polished, on-time submissions.

This role requires a proven proposal professional who is comfortable managing complex, detailed RFPs with varying requirements, maintaining strict compliance, and driving timelines across multiple stakeholders. The ideal candidate is familiar with Integrated Facility Management (IFM) pursuits and can translate cross-functional operational inputs—facility services, maintenance, and janitorial scopes—into compelling, compliant proposal content.

This position is on-site in our Orlando office five (5) days per week.

Proposal & Qualifications Development

• Lead the development of proposal responses, qualifications packages, and supporting documentation for RFPs and other pursuit opportunities.
• Write, edit, and refine proposal narrative content including executive summaries, approach/methodology, staffing plans, project descriptions, case studies, resumes, cover letters, and differentiators.
• Translate complex requirements into clear, persuasive, client-ready content tailored to each opportunity.
• Partner with internal stakeholders to gather required inputs and ensure content is accurate, complete, and aligned with operational capabilities.

RFP Compliance, Scheduling & Deadline Management

• Independently manage proposal schedules and deliverables from kickoff through submission, ensuring milestones are met and progress stays on track.
• Review RFP instructions thoroughly and build compliance matrices/checklists to confirm every requirement is addressed (forms, attachments, page limits, formatting rules, certifications, etc.).
• Coordinate reviews, incorporate feedback efficiently, and maintain version control to ensure clean, error-free final deliverables.
• Maintain a timeline-focused, highly organized approach while supporting multiple concurrent pursuits and shifting deadlines.

Content Library & Process Support

• Maintain and continuously improve proposal content libraries, including resumes, project sheets, case studies, boilerplate narratives, and templates.
• Support proposal process improvements by implementing standardized templates, repeatable workflows, and best practices to increase quality and efficiency.

Creative & Design

• Use Adobe InDesign to design and format proposals, qualifications packages, and branded templates consistent with company standards.
• Ensure submissions are visually polished, easy to navigate, and professionally presented.
• Support light graphic updates and edits using Adobe Creative Suite tools (Photoshop, Illustrator), as needed.

Required:

• Bachelor’s degree in Marketing, Communications, Journalism, English, Business, or related field (or equivalent experience).
• 2–5+ years of direct proposal experience, including ownership of detailed RFP responses with varying and complex requirements.
• Demonstrated ability to manage the full proposal lifecycle: kickoff, compliance planning, content development, reviews, production, and submission.
• Strong understanding of RFP evaluation criteria and proposal best practices, including win themes, compliance matrices, and review/scoring strategy.
• Highly organized and deadline-driven, with proven ability to manage multiple timelines and priorities without sacrificing quality.
• Advanced writing, editing, and proofreading skills with strong attention to detail and consistency.
• Proficiency in Adobe InDesign and experience producing client-ready deliverables using branded templates and structured layouts.
• Working knowledge of Adobe Creative Suite tools (Photoshop, Illustrator) for light visual edits.
• Familiarity with Integrated Facility Management (IFM) RFP responses, including facility services, maintenance, and janitorial scopes, and the ability to translate operational requirements into compliant proposal content (required).
• Strong communication skills and the ability to collaborate effective