Project and Proposal Administrator

Upchurch; Dallas (TX); On-site; USD 50,000 - 75,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Paid time off

Professional development opportunities

Job summary

Upchurch, located in Dallas, Texas, is seeking a Project and Marketing Administrator to lead document assembly, marketing collateral design, and administrative process improvements. This hybrid role requires expertise in AI tools for document creation and a strong design skill set.

Candidates should have a proven background in marketing administration, excellent organizational abilities, and a keen eye for detail. The position offers competitive salary and benefits, promoting professional development.

Qualifications

• Proven background in marketing administration or project coordination.
• Experience with document design and presentation software.
• Highly proficient with modern AI tools.
• Exceptional organizational skills and attention to detail.

Responsibilities

• Manage the creation of public RFQ and proposal responses.
• Design and format marketing materials.
• Deploy and manage AI tools for administrative tasks.
• Support business administration and improve processes.

Skills

Document design

AI tool proficiency

Organizational skills

Communication

Tools

InDesign

PowerPoint

Canva

Job description

Company Overview

Upchurch is a rapidly growing, full-service building engineering company providing mechanical, plumbing, HVAC, and electrical services across the southeastern United States. Founded in 1970 and headquartered in Horn Lake, MS, Upchurch has grown through organic expansion and strategic acquisitions, establishing a strong reputation for quality, reliability, and service excellence. We offer end-to-end solutions—from design and installation to ongoing maintenance and emergency support—helping clients maximize building performance, energy efficiency, and equipment lifespan.

Position Summary

We are seeking a Project and Marketing Administrator who combines a strong eye for design with exceptional organizational skills and deep proficiency in modern AI tools. This hybrid role is designed for a power user of technology—someone who can seamlessly integrate AI agents (like Manus, Claude, ChatGPT, etc.) into daily workflows to accelerate document creation, streamline processes, and elevate our brand output.

In this role, you will be the engine behind our sales and marketing collateral, playing a critical part in assembling high-quality proposal and public RFQ responses. You will also drive general administrative process improvements, ensuring our business operates with maximum efficiency and polish.

Key Responsibilities

Sales, Marketing, & Proposal Support

• Lead Document Assembly: Manage the end-to-end creation of public RFQ and proposal responses, ensuring strict adherence to solicitation requirements, formatting, and deadlines.
• Design & Layout: Apply your background in marketing design to build visually compelling, on-brand sales and marketing documents, presentations, and proposal packages.
• Content Generation: Utilize AI tools to rapidly draft, refine, and tailor proposal content, cover letters, and executive summaries, always maintaining the Upchurch brand voice.

Marketing & Brand Governance

• Collateral Creation: Design and format marketing materials, ensuring all outputs align with the One Upchurch brand standard (colors, typography, logo usage).
• Asset Management: Organize and maintain a library of approved marketing assets, proposal templates, and boilerplate content for easy access by the sales team.

AI Deployment & Process Improvement

• AI Integration: Actively deploy and manage agentic AI tools (e.g., Manus, Claude) to automate repetitive administrative tasks, generate initial drafts of documents, and improve overall workflow speed.
• Administrative Excellence: Support general business administration by identifying process bottlenecks and implementing tech-forward solutions to resolve them.
• Standardization: Help establish and document best practices for utilizing AI within the marketing and administrative functions.

Qualifications

• Experience: Proven background in marketing administration, project coordination, or proposal/RFQ management.
• Design Skills: Strong eye for layout, typography, and visual hierarchy. Experience with document design and presentation software (e.g., InDesign, PowerPoint, Canva, or similar).
• AI Proficiency: Highly proficient and comfortable working with modern AI tools (Manus, Claude, ChatGPT, Midjourney, etc.). You should understand how to prompt effectively and leverage AI for document creation, editing, and workflow automation.
• Tech‑Savvy: Extremely comfortable adopting new technologies quickly. You are a problem‑solver who looks for the most efficient, tech‑enabled way to complete a task.
• Detail‑Oriented: Exceptional organizational skills with the ability to manage complex, multi‑part proposal submissions with strict deadlines.
• Communication: Excellent written and verbal communication skills, with the ability to write in a polished, professional business tone.

Benefits

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Paid time off and holiday pay.
• Opportunities for professional development and certification assistance.

Equal Employment Opportunity

Upchurch Companies provides equal employment opportunities to all employees and applicants. We prohibit discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.