Proposal Administrator

Legence; New York (NY); Hybrid; USD 65,000 - 80,000; Full time

Benefits offered by this job

Annual bonus eligibility

Job summary

Legence seeks a Proposal Administrator to support the Proposal/RFP Lead by coordinating and compiling technical content for multidisciplinary MEP projects. This technical writing role focuses on researching, organizing, and formatting proposals in response to RFPs, working with engineers, project managers, and business development staff to ensure accuracy and compliance.

With a bachelor’s degree and at least 3 years of experience, you will manage schedules, document control, and collaboration

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

Skills

Writing

Organization

Communication

Time management

Education

Bachelor's Degree

Tools

Microsoft Office

Adobe Acrobat

Excel

SharePoint

DocuSign

Job description

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.

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