Proposal Coordinator

Traffic, Planning, and Design, Inc.; Freehold (NJ); On-site; USD 39,000 - 45,000; Full time

Job summary

Hirebridge LLC is seeking a full-time Proposal Coordinator to support proposal submissions and marketing administration. The role focuses on researching NJ and other state opportunities, coordinating internal communications, and organizing documentation for bids.

The position requires strong writing, MS Office, and familiarity with proposal processes. Compensation is hourly, reflecting market rates, with opportunities for growth within the NJ region.

Qualifications

• Coursework in Business Administration, Marketing, Communications or related field.
• Associates or Bachelor’s degree completed or in progress.
• Experience in communications/marketing and proposals is a plus.

Responsibilities

• Conduct NJ and other states’ project ads searches daily.
• Send company-wide notification emails (Leads, Pursuits, Awards).
• Print, bind, and mail NJ Proposal Team packages.
• Maintain databases, sheets, and tracking tools for qualifications and project experience.
• Assist in preparation of RFPs, RFQs, and related government responses.
• Assist NJ Proposal Team with contract documents, onboarding, and event coordination.
• Coordinate marketing events across New Jersey region.

Skills

Proposal writing

Marketing communications

Microsoft Office

Adobe InDesign

SF 330 forms

Project coordination

Excellent writing

Education

Associates or Bachelor’s degree in Business Administration, Marketing, Communications

Tools

Microsoft Office Suite

Adobe Creative Suite (InDesign)

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 Coordinator 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 Licences & 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).

• 4-8 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: $28.00-$33.00 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.