Proposal Assistant

Hirebridge; Freehold, Northern (NJ, KY); On-site; USD 29,000 - 36,000; Full time

Job summary

TPD in New Jersey is seeking a full-time Proposal Assistant to support the team’s proposal submissions and related marketing admin tasks. You will manage documentation, coordinate with engineering and management, and help ensure timely responses to RFPs and RFQs.

The role emphasizes strong writing, organization, and multitasking with attention to detail. Ideal candidates have up to two years in communications or marketing and proficiency with Microsoft Office and Adobe Creative Suite.

Qualifications

• Associates or Bachelor’s degree in business, marketing or communications.
• NJ Notary license is a plus.
• Up to two years in communications or marketing; proposal experience a plus.
• Proficient with Microsoft Office.
• Experience with Adobe Creative Suite preferred, including InDesign.
• Strong writing, organization, and multitasking skills.
• Ability to work independently or in a team.
• Willingness to collaborate with engineers to prepare materials.

Responsibilities

• Search NJ and other states' websites for project ads.
• Send notification emails (Leads, Pursuits, Awards).
• Print, bind, and mail NJ Proposal Team packages.
• Maintain databases, spreadsheets, and project tracking.

Skills

Microsoft Office Suite

Adobe Creative Suite

InDesign

Technical writing

Attention to detail

Communication skills

Team collaboration

Education

Associate or Bachelor’s degree in Business/Marketing/Communications

Tools

SF 330 forms

Job description

Ranked the #4 Large Employer to Work for in America and residing in the Top 400 on Engineering News Record (ENR)'s List of Top Design Firms in the nation, TPD is currently looking for a full-time Proposal Assistant to aid in the team’s proposal submissions and marketing admin-related efforts.

Duties and Responsibilities include, but are not limited to:

• Conduct New Jersey and possibly other states’ websites searches for pertinent project advertisements on a daily basis.
• Send company-wide notification emails: Leads, Pursuits, Awards, etc.
• Print, bind, and mail packages for NJ Proposal Team.
• Maintenance, continuous upkeep, and utilization of informational databases, spreadsheets, and tracking tools to monitor TPD’s qualifications, credentials, and project experience.
  • Maintain/Update NJ Staff Licenses & Certification files.
  • Maintain/Update/Create NJ Master Resumes.
  • Maintain/Update/Create NJ Master Project Sheets.
  • Maintain/Update/Create NJ Pointed Services Sheets.

• Assist the NJ Proposal Team in the preparation of Request for Proposals (RFPs), Request for Qualifications (RFQs), Registration to do Business Packages, and similar responses from start to finish for various governmental agencies.

Administrative Tasks:

• Main point person for ALL general office administrative duties such as: Mail, UPS, printing checks, ordering supplies, coordinating office events, etc.
• Main point person for any admin-related office duties requiring in-person assistance (other than printing & binding for NJ Proposal Team) when requested by other office personnel.
• Main point person to assist the NJ Managers with any contract document administration-related duties/documents preparation: (contract, letters, minutes).
• New Hire onboarding support: (Coordinating with HR, IT, and Marketing Teams), preparing the office space/cubicle, welcoming the new hires and getting headshot and signatures, requesting and filing certs, coordinating/ordering food for new hire lunches.
• Coordinate on and attend marketing events throughout the New Jersey region.

Job Requirements

• Coursework, Associates or Bachelor’s degree in Business Administration, Marketing, Communications, or a related field.
• NJ Notary License is a plus (can work with new hire to acquire if necessary).

• Up to two (2) years of experience in communications or marketing - proposal experience is a plus.

• Proficient in Microsoft Office Suite.

• Experience with Adobe Creative Suite (including InDesign) preferred but not required.

• Experience with SF 330 forms, technical writing, and A/E/C industry experience preferred, but not required.

• Excellent organizational skills with proven ability to manage multiple projects and work independently or in a team setting.

• Ability to multi-task and successfully manage several projects under tight deadlines.

• Excellent writing skills.

• Impeccable attention to detail.

• Good interpersonal, communication and conceptual thinking skills.

• Willingness and ability to collaborate with entry level up to manager level engineers to prepare written materials and manage deadlines.

• Must be a team player and willing to fill in on other related duties as necessary.

Compensation: $21.00-$26.00 per hour (depending on qualifications)

At TPD we exist to improve the quality of life for the public and are dedicated to Moving Forward Together.