Proposal Administrator

Job Summary

The Proposal Administrator provides administrative and coordination support for the development of proposals, presentations, and related business development materials. This role assists in the preparation and progress of Proposals, Requests for Qualifications (RFQ), Requests for Proposals (RFP) and Requests for Information (RFI), under the direction of functional and operational management. The position is responsible for organizing content, maintaining proposal documentation, supporting formatting and editing, and assisting with data entry and reporting. The Proposal Administrator works closely with the Proposal Delivery, Business Development, Marketing, and Operations teams to ensure materials are accurate, complete, and aligned with company branding and strategy.

Essential Functions

• Actively support the Company’s commitment to safety and its “Core Values”.
• Represent the Company at all times with high moral standards while adhering to the Company’s “Code of Business Conduct and Ethics”.
• Provide administrative support to proposal development efforts, including RFIs, RFQs, and RFPs.
• Aid in preparing proposal outlines, schedules, and compliance matrices using established templates.
• Compile, organize, and format proposal documents and supporting materials including maintaining updated internal employee resume database.
• Edit and proofread documents for grammar, formatting, and consistency.
• Maintain files, records, and document repositories for proposal-related materials.
• Support proposal review processes by collecting input, coordinating feedback, and updating documents.
• Aid in the creation and formatting of presentations and communication materials.
• Aid in the maintenance, updating and reference of data in CRM systems and other tracking tools.
• Ensure materials follow company branding standards and templates.
• Aid in coordination of meetings, schedules, and deadlines related to proposal activities.
• Provide general administrative and operational support to the team.
• Perform additional responsibilities, as required.

Qualifications

• Associate’s or Bachelor’s degree in Marketing, Communications, Business, or a related field, or 2+ years of relevant administrative experience, preferably in the construction industry supporting contracts, marketing, communications, or other related support roles.
• Strong written and verbal communication skills.
• Proficiency with technology including Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and databases and web-based systems.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Ability to follow established processes, templates, and instructions.
• Experience with document formatting, editing, or data entry is a plus.
• Exposure to CRM systems (e.g., Microsoft Dynamics) or design tools is a plus but not required.