Office Manager & Proposal Specialist

Holmes King Kallquist & Associates is a full-service architectural firm offering architecture, historic preservation, and interior design services. The Office Manager & Proposal Specialist will manage daily office administration and operations while leading the development, coordination, writing, editing, design, and delivery of proposals, qualifications packages, and presentations. Responsibilities Manage day-to-day office operations, facilities and administrative functionsProvide administrative executive support to managementOrder all printed materials for office use and marketing needsMaintain job list databaseObtain and keep records of all job-related insurance certificates; subconsultant insurance certificates; and is liaison with insurance provider for annual insurance renewalFiling and maintenance of contractsPerform all notarial dutiesOffice liaison for office copy machines, telephone system and cleaning servicePerforms all job filing and dead filing dutiesOrganizes annual holiday party and any in-office luncheonsMaintains supply of groceriesLead the development of high-quality proposals, qualifications packages, and presentations in response to RFP/RFQs and other solicitations from potential clientsManage the proposal process from inception to submission, including team coordination, research writing, editing, graphic design, layout, and deliveryWrite and edit proposal content, including summaries, project descriptions, methodologies, schedules, budgets, resumes, and other sections, ensuring clarity, coherence, and consistency in messaging and brandingWork closely with project managers, architects, engineers, and other subject matter experts to gather relevant information, insights, and technical details necessary to tailor proposals to the specific requirements of each project and clientMaintain and update database of proposal content, templates, resumes project profiles, and other reusable materials to streamline proposal development and improve efficiencyAssist with awards submissions Skills Minimum of 4 years' technical writing experience in the A/E/C industry requiredBachelor's degree in Marketing, Business, or related field requiredProficient with Adobe Creative Suite (especially InDesign), Acrobat, and Microsoft Word, Excel, and Power PointExperience in proposal writing, coordination, and productionExcellent written and oral communication skillsExcellent time management and organizational skillsThe ability to multi-task, switch tasks when needed, and work within tight timeframes is a mustA commissioned Notary Public is a plus; willingness to obtain one is also preferred Company Overview Holmes King Kallquist & Associates, Architects provides architectural, historic preservation, and interior design services. It was founded in 1981, and is headquartered in Syracuse, New York, USA, with a workforce of 11-50 employees. Its website is https://www.hkkarchitects.com.