Administrative Assistant

Administrative Assistant (Proposals & Contracts Support)

Position Summary
We are seeking an Administrative Assistant to provide document management, proposal coordination, and contract support services for one or more managers. This role focuses on maintaining accuracy, organization, and compliance throughout the proposal and contract lifecycle while supporting internal teams with administrative and coordination tasks.

Key Responsibilities

• Assist with the preparation, assembly, and submission of proposal responses.
• Maintain and update proposal templates, standardized language, and formatting guidelines.
• Conduct daily research to identify potential bid and proposal opportunities.
• Maintain Local and State vendor registrations to ensure eligibility for Requests for Proposals (RFPs).
• Review RFP documents and assist in compiling clarification questions, as needed.
• Ensure all required documentation accompanies contracts, including bonds, insurance, and supporting exhibits.
• Maintain organized digital and hard-copy files for proposals, contracts, and compliance documentation.
• Serve as a liaison between internal staff and external parties regarding contract documentation requirements.
• Track proposal deadlines, submissions, and related correspondence.
• Support process improvements aimed at improving proposal accuracy, consistency, and timeliness.

Requirements

• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Strong organizational and document management skills.
• Excellent written and verbal communication skills.
• Strong reading comprehension and attention to detail.
• Ability to identify errors, omissions, and inconsistencies in documentation.
• Effective time-management skills with the ability to meet strict deadlines.
• Deadline-oriented and able to manage multiple priorities simultaneously.

Job Type: Full-time

Pay: $50, $52,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person