Marketing & Proposal / Administrative Coordinator

National Engineering & Architectural Services Inc.; Columbus (OH); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Competitive benefits

Job summary

National Engineering & Architectural Services, Inc. (NEAS) is seeking an organized, detail-oriented Marketing & Proposal / Administrative Coordinator for our Columbus office. You will support RFQ/RFP responses, assemble materials, and coordinate marketing and qualification activities to keep projects moving.

The role emphasizes teamwork with project managers, managing deadlines, and maintaining files. A bachelor’s degree or equivalent experience is preferred, with strong communication and MS

Qualifications

• Bachelor's degree or equivalent professional experience.
• Experience preparing proposals, statements of qualifications, or marketing materials is a strong plus.
• Experience with ODOT prequalifications or similar public-sector qualification processes is desirable.

Responsibilities

• Coordinate and prepare responses to RFQs, RFPs, and other solicitations.
• Assemble proposal materials: resumes, project descriptions, staff qualifications, org charts, and other information.
• Work with project managers and senior staff to gather information for proposals.
• Maintain proposal templates, boilerplate information, resumes, and marketing resources.
• Assist with presentations, brochures, statements of qualifications, and marketing materials.
• Coordinate participation in conferences, trade shows, and the Transportation Expo.
• Maintain and organize company marketing information and files.
• Coordinate and maintain NEAS firm prequalifications with ODOT and others.
• Track expiration dates and renewal requirements for qualifications and certifications.
• Collect information from employees for renewals and submissions.
• Maintain electronic records and tracking systems to ensure deadlines are met.
• Provide front-office support and travel arrangements for field personnel.
• Assist with general office administration and special projects.

Skills

Highly organized

Self-starter

Communication skills

Multitasking

Independence

Discretion

MS Office Suite

Learning agility

Professional demeanor

Education

Bachelor's degree in business, marketing, communications, English, or related field

Equivalent professional experience considered

Tools

Ajera

Job description

National Engineering & Architectural Services, Inc. (NEAS) is seeking an organized, detail-oriented professional to join our Columbus office in a Marketing & Proposal / Administrative Coordinator role.

NEAS is a growing engineering services firm providing surveying, geotechnical engineering, materials testing, and inspection services to engineering and architectural clients throughout Ohio and beyond. We are looking for someone who can help keep the many administrative, proposal, qualification, and marketing activities of the firm organized and moving forward.

This position is an excellent opportunity for someone who enjoys working with people, managing details, writing and editing, and coordinating multiple projects and deadlines.

Position Responsibilities

Proposal & Marketing Support

• Coordinate and prepare responses to Requests for Qualifications (RFQs), Requests for Proposals (RFPs), and other solicitations.
• Assemble proposal materials, including resumes, project descriptions, staff qualifications, organizational charts, and other supporting information.
• Work with project managers and senior staff to gather and organize information needed for proposals.
• Maintain proposal templates, boilerplate information, resumes, project descriptions, and other marketing resources.
• Assist with preparation of presentations, brochures, statements of qualifications, and other marketing materials.
• Coordinate NEAS participation in conferences, trade shows, and industry events, including the annual Transportation Expo.
• Maintain and organize company marketing information and files.

Prequalification & Certification Management

• Coordinate and maintain NEAS firm prequalifications with ODOT and other public and private entities.
• Track expiration dates and renewal requirements for firm prequalifications, registrations, and certifications.
• Coordinate collection of information and documentation from employees and project managers for renewals and submissions.
• Maintain organized electronic records and tracking systems to ensure requirements are met on time.

Administrative Support

• Provide professional front-office support, including answering phones, receiving visitors, and receiving, opening, and distributing mail and packages.
• Coordinate overnight travel arrangements for field personnel.
• Assist with general office administration and special projects as needed.
• Help maintain office supplies, equipment, and other administrative needs.
• Provide administrative support to company leadership and staff as appropriate.

What We're Looking For

The successful candidate will be a highly organized, dependable self-starter who takes ownership of assignments and follows them through to completion.

We are particularly interested in candidates who demonstrate:

• Excellent attention to detail and organizational skills.
• Strong written and verbal communication skills.
• The ability to manage multiple projects and deadlines simultaneously.
• The ability to work independently while knowing when to ask questions or seek assistance.
• Strong follow-through and the ability to obtain information from busy professionals.
• Professional demeanor and the ability to interact effectively with employees, clients, and business partners.
• Good judgment and discretion when handling confidential or sensitive information.
• Strong computer skills and proficiency with Microsoft Word, Excel, and PowerPoint.
• The ability to learn new software and systems quickly.

Experience with engineering, architectural, construction, surveying, or other professional services firms is preferred but not required.

Experience preparing proposals, statements of qualifications, or marketing materials is a strong plus. Familiarity with ODOT prequalifications or similar public-sector qualification processes is also desirable.

Education & Experience

A bachelor's degree in business, marketing, communications, English, or a related field is preferred. Equivalent professional experience will also be considered.

We are open to candidates with a range of experience. The ability to perform the work effectively is more important to us than a specific degree or number of years of experience.

Experience with Ajera or other professional-services management software is a plus, but not required.

Why NEAS?

NEAS is a growing, employee-focused engineering services firm with opportunities to work directly with experienced professionals and company leadership. This position will play an important role in helping our technical staff successfully pursue new work and maintain the qualifications necessary to serve our clients.

NEAS offers a competitive compensation and benefits package, including: