Administrator & Proposal Coordinator

Job Title: Administrator & Proposal Coordinator

Role Summary:
The Administrator & Proposal Coordinator 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