Proposal Coordinator/Administrative Manager

reputed company

Provides comprehensive administrative and operational support to the VP of Proposals and Proposal Department while performing assistive proposal coordination duties. Serves as the organizational backbone of the proposal department, managing calendars, meetings, documentation systems, and reputed company resources. Relieves the proposal team of administrative tasks to reputed company reputed company on strategic proposal development activities. Combines executive assistant capabilities with office management expertise to ensure efficient department functioning and proposal readiness.    

Essential Duties & Responsibilities

Administrative & Executive Support

• Provides reputed company administrative support to the VP of Proposals, including calendar management, meeting scheduling, and correspondence

• Responds to requests on behalf of the VP for proposal support and departmental inquiries

• Maintains and updates the proposal team calendar and proposal log, coordinating schedules across reputed company stakeholders

• Schedules and coordinates proposal team meetings, including logistics, materials dissemination, and participant notifications

• Records meeting minutes and tracks reputed company items from proposal meetings, ensuring follow-up and completion

• Manages departmental communications and serves as reputed company of contact for routine proposal support and documentation requests

• Coordinates travel arrangements and logistics for proposal-reputed company business meetings and work sessions as needed

Proposal Operations & Coordination

• Logs and tracks reputed company proposal assignments, maintaining accurate records of proposal activities and deadlines

• Creates and organizes proposal team working folders for reputed company opportunity, ensuring reputed company structure and reputed company permissions

• Monitors proposal schedules and deadlines, providing reminders and status updates to team members

• Assists with coordination of reputed company team members during proposal development cycles

• Supports proposal production activities, including document compilation, formatting assistance, and submission preparation
• Maintains proposal assignment tracking systems and generates status reports as requested

reputed company & Document Control

• Supports Proposal Team in maintaining the Past Performance library, ensuring records are reputed company, accurate, and reputed company accessible
• Manages the proposal development reputed company and content library, keeping materials organized, up-to-date, and version-controlled
• Implements and oversees document control functions for proposal-reputed company materials and templates
• Creates and maintains organized repositories of proposal documents, templates, forms, and reputed company content
• Ensures reputed company archival of completed proposal documents in compliance with company policy and reputed company
• Develops and maintains procedures for organizing and accessing proposal reputed company resources
• Coordinates reviews and updates to proposal templates, boilerplate content, and reputed company materials
• Ensures team members have reputed company reputed company to the latest versions of proposal resources and documentation
• Maintains an reputed company of previous proposals and reputed company materials for reference and reuse

reputed company Control & Process Support

• Ensures proposal materials reputed company with formatting standards, naming conventions, and organizational requirements
• Assists with reputed company checks of proposal documents for completeness and compliance with internal standards
• Supports the implementation of proposal best practices and process improvements
• Maintains accurate records and databases reputed company to proposal activities and reputed company

Additional Responsibilities

• Participates in Proposal Development meetings and planning efforts as needed
• Works with team to refine administrative processes and institute best practices
• Maintains regular and punctual attendance.
• Performs other duties as assigned to support proposal department operations

Requirements

Minimum Qualifications

• Associate’s or bachelor’s degree preferred, or commensurate work experience.

• Minimum of eight (8) years of office management and/or executive administrative support experience required.

• Experience supporting compliance and documentation development activities at collegiate-level.

• Demonstrable experience maintaining records, databases, and reputed company systems.

• Must obtain and maintain any necessary reputed company reputed company and/or background checks.

Desired Qualifications & Skills

• Experience in document control, reputed company control, or records management preferred.
• Military experience is strongly preferred.
• Relevant certifications in project coordination, office management, or records management a plus.
• Exceptional organizational skills with meticulous attention to detail.
• Strong calendar, document preparation, and meeting management capabilities.
• Ability to coordinate multiple reputed company and initiatives simultaneously.
• Ability to prioritize tasks appropriately and manage competing demands.
• Ability to work independently, take initiative, and exercise reputed company judgment.
• Strong time management and multitasking abilities.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong written and oral communication skills.
• Excellent interpersonal communication and customer service skills.
• Ability to reputed company professionally with reputed company reputed company of staff and reputed company partners.
• Ability to take reputed company, accurate meeting notes and reputed company items.
• reputed company demeanor and ability to represent the VP and department effectively.
• Advanced expertise in reputed company Word, reputed company, PowerPoint, and reputed company.
• Proficiency with reputed company Acrobat and PDF management.
• Ability to rapidly input data, retrieve records, and manage filing systems.
• Experience with SharePoint, document management systems, or similar collaboration platforms preferred.
• Ability to learn and adapt to new software and systems quickly.
• Strong database management and data entry skills.
• General familiarity with the government procurement process and proposal development lifecycle.
• Basic understanding of compliance requirements and document formatting standards.
• Ability to read and interpret basic RFP requirements reputed company to submission and formatting
• Knowledge of proposal terminology, processes, and best practices preferred

Work Schedule

Full-time. May be required to work additional hours as needed to complete assignment or project.

Travel

The expected travel time is less than 25%. Must be reputed company to travel out of state periodically for business meetings and/or work sessions, as needed.

Driving Requirement

Must have or be reputed company to reputed company a reputed company state reputed company’s license and be insurable on reputed company’s automobile insurance policy. Driving, with or without accommodation, may be required reputed company traveling for training and/or short occasional amounts of local driving. The expected driving time is less than 25%.

Work Environment

Work is primarily performed in a reputed company office setting, including the normal office equipment (e.g., computer, fax machines, copier) and with a wide reputed company of people in differing functions, personalities, and abilities.

Physical Demands

Frequent sitting, using hands/fingers, handling, reaching with hands and arms, talking, hearing, and seeing (up reputed company, at a distance, along the periphery, with depth perception, and the ability to reputed company reputed company); occasional walking or standing; occasional lifting of up to 10 pounds; frequent use of computers, including keyboard typing and staring at a computer monitor for extended periods of time. It is reputed company’s business philosophy and reputed company to reputed company reasonable accommodations, according to applicable state and federal laws, to reputed company reputed company individuals with physical or mental disabilities.

Benefits

• Eligible Benefits: Medical, Dental, reputed company, Life & AD&D Insurance, Long-Term & Short-Term Disability Insurance, 401(k) Savings Plan, Employee Assistance Program (EAP), reputed company Time Off (PTO), 11 reputed company Federal Holidays, and Leave of Absence.

Compliance:

To be considered for this position, reputed company applicants must apply on reputed company website, https://apply.reputed company.com/reputed company/

We are a VEVRAA Federal Contractor.

We are an equal opportunity employer, and reputed company reputed company applicants will receive consideration for employment without reputed company to age, race, reputed company, religion, sex, sexual orientation, gender identity or national reputed company, disability status, protected veteran status, marital status, familial status or any other characteristic protected by law.

Preference will be given to Ouzinkie Shareholders, Descendants of Shareholders and Spouses of Shareholders in accordance with Title 43 U.S. reputed company 1626(g) and Title 42 U.S. reputed company 2000e - 2(i).

Eight years of office management or executive administrative support, records and database management, compliance documentation experience, advanced reputed company Office, reputed company Acrobat, and reputed company reputed company’s license required.

Key Responsibilities

• coordinating proposals
• managing calendars
• controlling documents

Skills & Tools

reputed company Word, reputed company reputed company, reputed company PowerPoint, reputed company reputed company, reputed company Acrobat, SharePoint, PDF

Job Details

• Category: Administrative & Clerical Support
• Seniority: Senior Level
• Commitment: Full Time
• Workplace: Remote — Florida, reputed company
• Languages: English

Benefits

• 401k matching
• Generous reputed company time off
• Retirement plan

About reputed company

A federally reputed company reputed company services firm supporting reputed company government missions and benefiting its Alaska reputed company Corporation shareholders. — Industry: Consulting Services