Proposal Administrator

Position Overview:

The Proposal Administrator plays a critical role in supporting the Proposal/RFP Lead by coordinating, developing, and compiling technical proposal content for a multidisciplinary MEP consulting engineering firm. This individual collaborates closely with engineers, project managers, technical specialists, and business development staff to prepare accurate and compliant proposals in response to Requests for Proposals (RFPs). This is a technical proposal development and technical writing position. It is not a marketing, advertising, branding, or graphic design role. The primary responsibilities involve researching, organizing, writing, and formatting technical proposal documents—not creating marketing campaigns, promotional materials, or graphic layouts.

Key Responsibilities:

Review documents/RFPs to identify key requirements, deadlines, and submission criteria
Organize RFP documents (technical proposals, appendices, fee templates, etc.) for final submission
Schedule kickoff meetings, review sessions, and internal deadlines
Collaborate with stakeholders throughout the RFP process
Track proposal deadlines, deliverables, and team assignments to ensure timely completion
Assist with document sharing and collaboration via SharePoint, DocuSign, or similar tools
Support multiple proposals simultaneously in a fast-paced and deadline-driven environment
Provide general administrative support as needed

Experience:

Education: Bachelor’s Degree from an accredited University or equivalent experience
Minimum of 3 years of experience
Prior proposal development, project coordination, or a related experience is a plus
MEP/AEC Industry experience is a plus

Skillset:

Exceptional writing, formatting, and organizational skills with strong attention to detail
Proficiency in Microsoft Office Suite, Adobe Acrobat, and intermediate Excel
Strong ability to support multiple projects simultaneously and meet tight deadlines
Excellent interpersonal and communication skills, with the ability to collaborate effectively with diverse teams