Operations & Proposal Coordinator

Advanced Infrastructure Design Inc. is an Equal Opportunity Employer.

About the role

We are seeking a highly organized, dependable, and communicative Operations & Proposal Coordinator to serve as the central hub of our office for the traffic control group. This role keeps our workflow running smoothly—coordinating with clients, supporting field operations, preparing proposals, and ensuring that jobs are set up accurately and on time. The ideal candidate is detail-oriented, comfortable managing multiple priorities, and able to learn the basics of the traffic-control business quickly. Prior experience in construction, utilities, or similar operations is required. Talent, organization, and strong follow-through matter most.

Responsibilities

• Client Communication & Coordination
  • Serve as the primary point of contact for clients, contractors, and government agencies
  • Respond to calls and emails promptly and professionally
  • Gather job requirements and clarify expectations
  • Send proposals and track bid status
  • Maintain a reliable, positive company presence
• Proposal & RFP Support
  • Review bid documents and extract key requirements
  • Coordinate with field leadership to determine crew needs, equipment, and logistics
  • Prepare proposals, pricing sheets, and submission packages
  • Track all proposals and deadlines in an organized system
• Scheduling & Job Setup
  • Create job folders and maintain accurate documentation
  • Request and issue Certificates of Insurance (COIs)
  • Schedule crews based on awarded work
  • Confirm job details with clients and field staff
  • Prepare daily job sheets and distribute to supervisors and crews
• Office & Operations Administration
  • Maintain calendars, schedules, and job logs
  • Track employee certifications and compliance documents
  • Order supplies, signs, and equipment as needed
  • Keep digital and physical files organized and accessible
  • Support billing by collecting timesheets and verifying job hours
• Billing & Documentation
  • Collect daily field reports and timesheets
  • Match hours to jobs and verify accuracy
  • Prepare invoices and send to clients
  • Track payments and follow up on outstanding invoices

Requirements

• Prior experience in construction, utilities, or similar operations is required
• Consulting, construction, utilities or other service-industry office administration

Qualifications

• Strong written and verbal communication
• Basic working knowledge of Excel, Word, and email
• Highly organized with excellent attention to detail
• Ability to manage multiple tasks and deadlines
• Comfortable coordinating with field staff and strong personalities
• Proficient with email, spreadsheets, and basic office software
• Quick learner with the ability to understand industry terminology
• Professional, reliable, and consistent
• Strong follow-through and accountability

Preferred Experience

• Traffic control, utilities, or roadway work
• Proposal writing or RFP response experience
• Scheduling or dispatching
• Working with COIs or compliance documents

Benefits

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance