Proposal Administrator

Matrix Project Services; Houston (TX); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401(k) with company match

Employee stock purchase plan (ESPP)

Wellness program

Adoption assistance

Tuition reimbursement

Job summary

Matrix Project Services is seeking a Proposal Administrator in Houston, TX, to provide administrative and coordination support for the development of proposals, presentations, and related business development materials.

You will assist in preparing RFIs, RFQs, and RFPs under management guidance, organize content, maintain proposal documentation, and ensure materials align with company branding and strategy. This role collaborates with Delivery, BD, Marketing, and Operations teams.

Qualifications

• Associate’s or Bachelor’s degree in Marketing, Communications, Business, or related field, or 2+ years of administrative experience.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and databases/web-based systems.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Experience with document formatting or data entry is a plus.

Responsibilities

• Provide administrative support to proposal development, including RFIs, RFQs, and RFPs.
• Assist in preparing proposal outlines, schedules, and compliance matrices using templates.
• Compile, organize and format proposal documents and maintain resume database.
• Edit and proofread documents for grammar, formatting, and consistency.
• Maintain files, records, and document repositories for proposal-related materials.
• Coordinate meetings, schedules, and deadlines related to proposal activities.
• Assist with creation and formatting of presentations and communications materials.
• Support CRM data entry and reference of data in tracking tools.

Skills

Written communication

Verbal communication

Microsoft Office

Attention to detail

Multitasking

Templates & processes

CRM systems

Data entry

Education

Associate or Bachelor degree or relevant experience

Tools

Microsoft Dynamics CRM

SharePoint

Job description

Job Summary

The Proposal Administrator provides administrative and coordination support for the development of proposals, presentations, and related business development materials. This role assists in the preparation and progress of Proposals, Requests for Qualifications (RFQ), Requests for Proposals (RFP) and Requests for Information (RFI), under the direction of functional and operational management.

The Proposal Administrator provides administrative and coordination support for the development of proposals, presentations, and related business development materials. This role assists in the preparation and progress of Proposals, Requests for Qualifications (RFQ), Requests for Proposals (RFP) and Requests for Information (RFI), under the direction of functional and operational management. The position is responsible for organizing content, maintaining proposal documentation, supporting formatting and editing, and assisting with data entry and reporting. The Proposal Administrator works closely with the Proposal Delivery, Business Development, Marketing, and Operations teams to ensure materials are accurate, complete, and aligned with company branding and strategy.

Essential Functions

• Actively support the Company’s commitment to safety and its “Core Values”.
• Represent the Company at all times with high moral standards while adhering to the Company’s “Code of Business Conduct and Ethics”.
• Provide administrative support to proposal development efforts, including RFIs, RFQs, and RFPs.
• Assist in preparing proposal outlines, schedules, and compliance matrices using established templates.
• Compile, organize, and format proposal documents and supporting materials including maintaining updated internal employee resume database.
• Edit and proofread documents for grammar, formatting, and consistency.
• Maintain files, records, and document repositories for proposal-related materials.
• Support proposal review processes by collecting input, coordinating feedback, and updating documents.
• Assist with creation and formatting presentations and communication materials.
• Assist in the maintenance, updating and reference of data in CRM systems and other tracking tools.
• Ensure materials follow company branding standards and templates.
• Assist with coordination of meetings, schedules, and deadlines related to proposal activities.
• Provide general administrative and operational support to the team.
• Perform additional responsibilities, as required.

Qualifications

• Associate’s or Bachelor’s degree in Marketing, Communications, Business, or a related field, or 2+ years of relevant administrative experience, preferably in the construction industry supporting contracts, marketing, communications, or other related support roles.
• Strong written and verbal communication skills.
• Proficiency with technology including Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and databases and web-based systems.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Ability to follow established processes, templates, and instructions.
• Experience with document formatting, editing, or data entry is a plus.
• Exposure to CRM systems (e.g., Microsoft Dynamics) or design tools is a plus but not required.

Full-time employees are offered a comprehensive benefits package, including medical, dental and vision plans covering eligible employees and dependents, disability benefits, life and AD&D insurance, an employee assistance program (EAP), a 401(k) plan with company match, an employee stock purchase plan (ESPP), a robust wellness program and adoption assistance. Some employees may also be eligible for paid time off, tuition reimbursement and a performance or safety bonus program.

At Matrix, we are dedicated to building a culture of engagement, respect, collaboration and teamwork. We encourage all whose experience aligns with the listed qualifications to apply and explore joining our organization.

We are an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, genetic information, marital status, disability, veteran status, or other legally protected characteristic or category.

Applicants must be currently authorized to work in the United States on a full-time basis.