Job Description

Job Title: Administrator & Proposal Coordinator

Role Summary:

The

Administrator & Proposal Coordinato

r will be responsible for overseeing daily administrative functions, supporting executive leadership, and leading the preparation and submission of project proposals. The role requires a

well-organized, proactive individual with strong communication and multitasking skills, preferably with experience in the architectural, engineering, or construction (AEC) industry.

Key Responsibilities:

Coordinate and compile proposals, EOIs, RFQs, and pre-qualification submissions, ensuring accuracy, quality, and timely delivery. Collaborate with technical teams and subconsultants to gather necessary information and documentation for proposals. Draft, edit, and format reports, presentations, letters, and internal communications. Maintain and organize key operational and project-related documentation, databases, and trackers. Monitor upcoming submission deadlines and ensure all internal and external stakeholders are aligned. Support firm-wide operational activities, including office coordination, documentation workflows, and process improvements. Assist in preparing client-facing materials and ensure consistency with branding and quality standards. Handle confidential information with discretion and professionalism.

Qualifications:

Minimum 4-5 years of experience in a similar role, ideally within the architecture, engineering, or design industry. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe InDesign is essential. Strong organizational skills and attention to detail with the ability to prioritize and manage multiple deadlines. Excellent written and verbal communication skills. Ability to work independently and collaboratively in a fast-paced, deadline-driven environment. Experience supporting senior executives and coordinating complex proposals is highly preferred
Job Type: Full-time