Proposal Coordinator Administrator

Stacy and Witbeck Inc. is looking for a Proposal Coordinator/Administrative Professional. Our team is highly collaborative, cross-departmental, and a trusted resource within the company. Individuals who value working in a team environment, but have a strong ability to self-motivate and organize will thrive. We are particularly interested in those who have relevant experience filling similar roles and are eager to join a strong, effective, and growing team.

Working as an employee-owner in the proposal department allows this position to see the direct financial impact of their work. Our employee owners have a stake in the company and our Employee Stock Ownership Plan puts money directly back into the pockets of the people who build our company with their effort and dedication.

WHAT WE HAVE TO OFFER

• Award-winning contractor with a dynamic business model and an excellent reputation.

• We are a 100% employee-owned company with a competitive ESOP structure.

• Company pays 100% of employee premiums for health insurance; employee pays up to $15 per week for family premiums.

• HSA and FSA plans that will allow you to divert pre-tax money.

• Life insurance provided by the company at 2.5 times your yearly salary.

• Dependent Daycare (including housekeeper, nannies, and preschool) expenses that can be tax sheltered through your FSA.

• An EAP that gives you access to legal services such as will, identity theft and more.

• Loan refinancing for buying a home, covering personal debt, or paying off student loans.

• An amazing employee training and continued education system.

• Nationwide opportunities

• Generous company contribution to 401k

POSITION SUMMARY

Manage internal databases for proposal and business development teams. Organize, analyze, and follow-up on project and personnel information and requests. Support compliance-related tasks at the request of proposal manager for alternative delivery and hard-bid pursuits for public infrastructure projects. This role will include data management and entry, research and organization, and support of compliance related activities for pursuits. This individual will work closely with business development and project management staff to develop winning strategies for major pursuits. This individual will also have the opportunity to support corporate teams, including marketing, business development, estimating, and recruiting.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Receiving, sorting, and processing data and corporate information for use in proposals, marketing materials, and business development assets

• Independently organizing information and following up on requests for detailed project information and resume data

• Managing online systems - including a Data Asset Management System (Brandfolder) and other online tools (Smartsheet) to request, track, and organize information and assets

• Working with project operations teams to request, receive, and organize project data at regular intervals

• Responding to requests for data and materials from proposal, marketing, estimating, and business development teams

• Support compliance-related proposal efforts, such as completion of forms, gathering information, and organizing basic responses to requests

• Basic editing and proofreading

• Maintain confidentiality and appropriate management of sensitive business information

MINIMUM QUALIFICATIONS

(Knowledge, Skills & Abilities)

• 2-3 years of work experience in administrative roles, preferably with an A/E/C firm

• Excellent organizational skills and high attention to detail

• Strong written communication skills

• Understanding of basic grammar rules and capacity to proofread/edit

• Expert in Microsoft Office Word and Adobe Acrobat

• Proficient in Microsoft Office Excel and PowerPoint

• Strong online literacy skills (ability to learn new online platforms)

• Experience with Smartsheet, Brandfolder, or DAMs, preferred

• Proven ability to manage time independently

• Independent worker / trustworthy…

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

At this time, no candidates presented through external staffing/recruiting agencies will be considered. Any resumes submitted to Stacy and Witbeck Inc. (SWI) will be considered the sole property of Stacy and Witbeck. In the absence of a signed Recruitment Fee Agreement, SWI will not consider or agree to payment for any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, SWI explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resume, including those submitted to hiring managers, are deemed to be the property of Stacy and Witbeck, Inc..