Proposal Administrator

CMTA, Inc.; New York (NY); Hybrid; USD 65,000 - 80,000; Full time

Benefits offered by this job

401(k) Plan with Company Match

Health & Welfare Benefits

Life and Disability Insurance

Flexible vacation

Travel expenses reimbursement

Job summary

CMTA, Inc. is seeking a Proposal Administrator to support the Proposal/RFP Lead by coordinating, developing, and compiling technical content for multidisciplinary MEP consulting engineering projects.

This role partners with engineers, project managers, and business development to ensure accurate, compliant responses. You will organize RFP documents, manage deadlines, and help with document control using SharePoint and electronic signatures.

Qualifications

• Bachelor’s Degree from an accredited university or equivalent experience.
• Minimum of 3 years of experience.
• Prior proposal development, project coordination, or related experience is a plus.
• MEP/AEC Industry experience is a plus.

Responsibilities

• Review documents/RFPs to identify key requirements, deadlines, and submission criteria
• Organize RFP documents (technical proposals, appendices, fee templates, etc.) for final submission
• Schedule kickoff meetings, review sessions, and internal deadlines
• Collaborate with stakeholders throughout the RFP process
• Track proposal deadlines, deliverables, and team assignments to ensure timely completion
• Assist with document sharing and collaboration via SharePoint, DocuSign, or similar tools
• Support multiple proposals simultaneously in a fast-paced and deadline-driven environment
• Provide general administrative support as needed

Skills

Technical writing

Microsoft Office

Project coordination

Communication skills

Education

Bachelor’s Degree

Tools

SharePoint

DocuSign

Job description

CMTA (formerly AMA Group), a Legence Company

CMTA is one of the fastest-growing engineering firms in the U.S., known for sustainable, high-performance building systems and complex MEP/FP delivery. Through AMA’s design expertise in media, broadcast, and production facilities—and CMTA’s national portfolio in education, healthcare, and zero-energy projects,we pair deep technical craft with an innovative, collaborative culture that accelerates careers.

Title

Proposal Administrator

Reports To

Marketing Director

Work Policy

Four days in the office and one day work from home

Position Overview

The Proposal Administrator plays a critical role in supporting the Proposal/RFP Lead by coordinating, developing, and compiling technical proposal content for a multidisciplinary MEP consulting engineering firm. This individual collaborates closely with engineers, project managers, technical specialists, and business development staff to prepare accurate and compliant proposals in response to Requests for Proposals (RFPs). This is a technical proposal development and technical writing position. It is not a marketing, advertising, branding, or graphic design role. The primary responsibilities involve researching, organizing, writing, and formatting technical proposal documents—not creating marketing campaigns, promotional materials, or graphic layouts.

Key Responsibilities

• Review documents/RFPs to identify key requirements, deadlines, and submission criteria
• Organize RFP documents (technical proposals, appendices, fee templates, etc.) for final submission
• Schedule kickoff meetings, review sessions, and internal deadlines
• Collaborate with stakeholders throughout the RFP process
• Track proposal deadlines, deliverables, and team assignments to ensure timely completion
• Assist with document sharing and collaboration via SharePoint, DocuSign, or similar tools
• Support multiple proposals simultaneously in a fast-paced and deadline-driven environment
• Provide general administrative support as needed

Experience

• Education: Bachelor’s Degree from an accredited University or equivalent experience
• Minimum of 3 years of experience
• Prior proposal development, project coordination, or a related experience is a plus
• MEP/AEC Industry experience is a plus

Skillset

• Exceptional writing, formatting, and organizational skills with strong attention to detail
• Proficiency in Microsoft Office Suite, Adobe Acrobat, and intermediate Excel
• Strong ability to support multiple projects simultaneously and meet tight deadlines
• Excellent interpersonal and communication skills, with the ability to collaborate effectively with diverse teams

Base Salary Range

$65,000 - $80,000. This role is also eligible for an annual performance-based bonus. Bonus eligibility and payout are determined by role, individual performance, and company performance, and are not guaranteed.

The Employee Experience

People are at the heart of what we do. We’re committed to a diverse, inclusive culture where employees thrive—individually and as a team—with development, wellness, and day-to-day experience front and center. We offer competitive benefits and a collaborative, fun work environment. Our team was named “Best Engineering Firm to Work” for by Best Companies Group for 2024, 2025, and 2026—a people-first standard AMA continues as they integrate with CMTA.

About Legence

Legence (Nasdaq: LGN) is a leading provider of engineering, consulting, installation, and maintenance services for mission-critical systems in buildings. The company specializes in designing, fabricating, and installing complex HVAC, process piping, and other mechanical, electrical, and plumbing (MEP) systems—enhancing energy efficiency, reliability, and sustainability in new and existing facilities. Legence also delivers long-term performance through strategic upgrades and holistic solutions. Serving some of the world’s most technically demanding sectors, Legence counts over 60% of the Nasdaq‑100 Index among its clients.

Benefits Overview

• 401(k) Plan with Company Match: Currently match contributions dollar-for-dollar up to 4% of eligible pay; immediate vesting.
• Health & Welfare Benefits: Employer provided medical, dental, vision, prescription drug, Employee Assistance Program and accident & illness coverage.
• Life and Disability Insurance: Employer provided basic life insurance and AD&D valued at 50K coverage amount with the option for voluntary buy up for additional coverage.
• Time Off: Flexible non-accrual vacation; company holidays per policy. (For California employees, this is separate from California paid sick leave, if applicable.)
• Expenses: Business travel and related expenses reimbursed per company policy.

Reasonable Accommodations

If you need assistance or accommodations during the application or interview process, please contact us at [e-mail] or your dedicated recruiter with the job title and requisition number.

Employment Eligibility

Candidates must have current work authorization in the U.S.; visa sponsorship is not available for this position.

Pay Disclosure & Considerations

Where pay ranges are indicated, please note that a successful candidate’s exact pay will be determined based relevant job-related factors, including any of the following: candidate’s experience, skills, and qualifications, as well as geographic and market considerations. We are committed to ensuring fair and competitive compensation for all employees and comply with all applicable salary transparency laws.

Equal Employment Opportunity Employer

Legence and its affiliate companies are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), marital or familial status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, other non-merit-based factors, and any other characteristic protected under applicable local, state or federal laws and regulations.

EEO is the Law

EEO is the Law