Proposal Coordinator

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

Job summary

TPD is seeking a full-time Proposal Coordinator in New Jersey to assist with proposal submissions and marketing admin tasks. You will handle website searches for advertisements, coordinate emails, and prepare/maintain qualification materials and resumes for NJ projects.

The role requires strong writing, organizational skills, and the ability to manage multiple deadlines in a team environment. This is an on-site opportunity with engagement in regional marketing events.

Qualifications

• Coursework or a Bachelor's/Associate degree in Business Admin, Marketing or Communications.
• NJ Notary license is a plus (can work with new hire to acquire if necessary).
• 4–8 years experience in communications or marketing; proposal experience a plus.
• Proficient with Microsoft Office Suite.
• Experience with Adobe Creative Suite (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 ability to manage multiple projects and work independently or in a team.
• Ability to multi-task and manage several projects under tight deadlines.
• Excellent writing skills.
• Impeccable attention to detail.
• Good interpersonal and communication skills.
• Willingness to collaborate with engineers to prepare written materials and meet deadlines.
• Team player and willingness to assist with related duties.

Responsibilities

• Search New Jersey and possibly other states’ websites for pertinent project advertisements daily.
• Send company-wide notification emails: Leads, Pursuits, Awards, etc.
• Print, bind, and mail packages for NJ Proposal Team.
• Maintain databases, spreadsheets, and tracking tools for qualifications, credentials, and project experience.
• Maintain/update NJ Licenses, NJ Master Resumes, NJ Master Project Sheets, and NJ Pointed Services Sheets.
• Assist NJ Proposal Team in preparing RFQs/RFPs and related responses from start to finish for government agencies.
• Coordinate on and attend marketing events in the NJ region.
• Provide office administrative support: mail, printing checks, supplies, events.
• Assist NJ Managers with contract document administration and onboarding of new hires.

Skills

Excellent writing

Organizational skills

Multitasking

Communication skills

Team player

Interpersonal skills

Project coordination

Attention to detail

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.