Administrative Assistant / Proposal Coordinator

Basin Engineering & Surveying; Metairie (LA); On-site; USD 50,000 - 62,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Retirement savings

Job summary

Basin Engineering & Surveying seeks an Administrative Assistant / Proposal Coordinator in Metairie, LA. You will manage calendars, meetings, travel, and docs for the principals while owning the proposal process from kickoff to submission.

The role combines administrative support with formal proposal coordination, handling deadlines, resumes, licenses, and subconsultant paperwork to help win public and private work.

Qualifications

• 3+ years in an administrative, office coordinator, or proposal coordinator role
• Experience assembling formal document packages such as proposals, bids, or RFQ/RFP responses
• Strong Word, Excel, Outlook, and Adobe Acrobat skills
• Careful writing and proofreading with deadlines
• Ability to work in person at the Metairie office

Responsibilities

• Keep principals and office organized: manage calendars, schedule meetings/travel, handle correspondence, prepare documents, and maintain files and records.
• Lead proposals: track deadlines/addenda, pull resumes, project descriptions, and required forms; collect licenses from subconsultants; format and submit packages.
• Maintain and update standard proposal content, capabilities statements, and project sheets.

Skills

Administrative experience

Calendar management

Proposal coordination

Attention to detail

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Adobe Acrobat

Job description

Administrative Assistant / Proposal Coordinator | Metairie, LA | Full-time | $50,000 to $62,000

Why Basin Engineering

Basin Engineering & Surveying is a growing civil and structural engineering firm run by its two founding principals. This role is their right hand: you keep the office and their calendars running, and you own the proposals the firm submits to win public and private work. It carries real responsibility at a firm small enough that your work is seen every day by the people who run the company.

If you have supported an engineering, architecture, construction, legal, or government contracting office, much of this will feel familiar. If you have been the person who pulled together a bid, a proposal, or a permit package and got it out the door on time, even better.

About Basin Engineering & Surveying

Basin is headquartered in Metairie, in the New Orleans metro, with a second office in Vestavia Hills, Alabama. Led by founders Wesley Eustis and Daniel Bobeck, the firm provides civil site design, structural engineering, land surveying, public works, and drone services. Its engineering licenses span roughly 26 states, a wide footprint for a firm its size, so the work it pursues is varied and the pipeline stays full.

The role

Your time splits between two things. The first is keeping the principals and the office organized: managing calendars, scheduling meetings and travel, handling correspondence, preparing documents, and keeping files and records in order.

The second is proposals. When a public agency or private client requests qualifications, you run the response: tracking the deadline and any addenda, pulling together staff resumes, project descriptions, and required forms, collecting licenses and paperwork from subconsultants, formatting the package, and submitting it through the agency's portal or delivering it by hand. You will also maintain the firm's library of standard proposal content and keep its capabilities statements and project sheets current.

What we are looking for:

• Three or more years in an administrative, office coordinator, or proposal coordinator role
• Hands-on experience assembling formal document packages such as proposals, bids, RFQ or RFP responses, or contract and permit packages
• Strong Word, Excel, Outlook, and Adobe Acrobat skills
• Careful writing and proofreading, and a track record of hitting hard deadlines
• The ability to work in person at our Metairie office

What is in it for you

• $50,000 to $62,000 base, depending on experience
• A benefits package with medical, dental, vision, life insurance, and retirement savings
• Direct work with the founders, not layers of management
• Ownership of the proposal process, with room to improve how the firm wins work
• Steady, varied work at a firm licensed in roughly 26 states

If you are an organized administrative professional who takes pride in getting important documents right and out the door on time, we would like to hear from you.