Proposal Coordinator

Martin Aquatic is seeking a highly organized, detail-driven Proposal Coordinator to provide internal administrative and operational support for proposals, sales operations, and related coordination efforts. This role is a critical behind-the-scenes position responsible for ensuring proposal responses are accurate, complete, compliant, and submitted on time.

The ideal candidate is proactive, dependable, and comfortable owning work independently. A significant portion of this role involves reading and interpreting RFPs, extracting key requirements, organizing information, and supporting internal teams by keeping proposal efforts structured and on track. This is an internal, non-client facing role focused on execution, accuracy, and follow-through.

Qualifications & Skills

  • 2-5 years of experience in proposal coordination, sales operations, administrative operations, or a related role
  • Bachelor’s degree required (Marketing, Communications, Business, or related field), or equivalent professional experience
  • Strong reading comprehension with the ability to interpret detailed written requirements
  • Exceptional attention to detail and accuracy in document preparation
  • Advanced proficiency in Microsoft Word; working knowledge of Excel and PowerPoint
  • Experience working with CRM platforms and online submission portals preferred
  • Highly organized, self-directed, and comfortable managing work independently
  • Ability to manage multiple priorities and deadlines in a fast-paced, deadline-driven environment
  • Professional, reliable, and calm under pressure

Responsibilities & Duties

  • Review, interpret, and extract content from RFPs, RFQs, and bid documents
  • Coordinate and prepare proposal and qualification packages, ensuring all submission requirements are met
  • Track deadlines, deliverables, and required documentation across multiple concurrent proposals
  • Maintain accurate client, project, and opportunity data within the CRM
  • Organize and manage proposal files, templates, and document libraries using approved formats and naming conventions
  • Gather information from internal teams and past project records to support proposal responses
  • Ensure consistent formatting, branding, and messaging across all proposal materials
  • Support tradeshow and internal coordination efforts by organizing materials and tracking logistics as needed
  • Provide general administrative and operational support related to proposals and sales operations
  • Identify missing information, flag risks, and follow up to ensure completeness and accuracy

Benefits & Perks

  • Annual Bonus
  • Minimum of 3 weeks PTO + paid holidays and sick time
  • Excellent company-paid employee medical
  • Sponsored dental, vision and Teladoc plans
  • 401(k) program participation with employer contribution
  • Reasonable flex schedule
  • Opportunities to experience resorts and theme parks
  • Paid covered/adjacent parking in Downtown Orlando
  • Innovative office environment and team culture!
  • Opportunity for personal growth and development