Proposal Coordinator/Administrative Manager

Katmai; Town of Florida (NY); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401(k) Plan

Paid Time Off

11 Paid Federal Holidays

Job summary

Katmai in the United States seeks a seasoned Administrative & Executive Support professional to assist the VP of Proposals and the Proposal Department. You will manage calendars, meetings, documentation systems, and knowledge resources, freeing the team to focus on strategic proposal development.

Responsibilities include coordinating proposals, maintaining logs and templates, ensuring accuracy, and supporting production and submission activities.

Qualifications

• Eight years of office management and/or executive administrative support experience.
• Experience supporting compliance and documentation development activities.
• Experience maintaining records, databases, and knowledge management systems.
• Must obtain and maintain necessary security access/background checks.

Responsibilities

• Provide direct administrative support to the VP of Proposals, including calendar management, meetings, and correspondence.
• Respond to requests for proposal support and departmental inquiries.
• Maintain proposal team calendars, logs, and schedules; coordinate meetings and notifications.
• Record meeting minutes and track action items; ensure follow-up and completion.
• Support proposal production activities: document compilation, formatting, and submission readiness.
• Maintain proposals knowledge management resources, templates, and content libraries.

Skills

Executive support

Calendar management

Meeting coordination

Document control

Knowledge management

Office management

Travel coordination

Communication

Education

Associate’s degree

Bachelor’s degree

Tools

Microsoft Word

Excel

PowerPoint

Outlook

SharePoint

PDF management

Job description

Summary

Provides comprehensive administrative and operational support to the VP of Proposals and Proposal Department while performing assistive proposal coordination duties. Serves as the organizational backbone of the proposal department, managing calendars, meetings, documentation systems, and knowledge management resources. Relieves the proposal team of administrative tasks to enable focus on strategic proposal development activities. Combines executive assistant capabilities with office management expertise to ensure efficient department functioning and proposal readiness.

Essential Duties & Responsibilities

Administrative & Executive Support

• Provides direct administrative support to the VP of Proposals, including calendar management, meeting scheduling, and correspondence

• Responds to requests on behalf of the VP for proposal support and departmental inquiries

• Maintains and updates the proposal team calendar and proposal log, coordinating schedules across internal and external stakeholders

• Schedules and coordinates proposal team meetings, including logistics, materials dissemination, and participant notifications

• Records meeting minutes and tracks action items from proposal meetings, ensuring follow-up and completion

• Manages departmental communications and serves as point of contact for routine proposal support and documentation requests

• Coordinates travel arrangements and logistics for proposal-related business meetings and work sessions as needed

Proposal Operations & Coordination

• Logs and tracks all proposal assignments, maintaining accurate records of proposal activities and deadlines

• Creates and organizes proposal team working folders for each opportunity, ensuring proper structure and access permissions

• Monitors proposal schedules and deadlines, providing reminders and status updates to team members

• Assists with coordination of internal and external team members during proposal development cycles

• Supports proposal production activities, including document compilation, formatting assistance, and submission preparation
• Maintains proposal assignment tracking systems and generates status reports as requested

Knowledge Management & Document Control

• Supports Proposal Team in maintaining the Past Performance library, ensuring records are current, accurate, and readily accessible
• Manages the proposal development kit and content library, keeping materials organized, up-to-date, and version-controlled
• Implements and oversees document control functions for proposal-related materials and templates
• Creates and maintains organized repositories of proposal documents, templates, forms, and standard content
• Ensures proper archival of completed proposal documents in compliance with company policy and practice
• Develops and maintains procedures for organizing and accessing proposal knowledge management resources
• Coordinates reviews and updates to proposal templates, boilerplate content, and standard materials
• Ensures team members have timely access to the latest versions of proposal resources and documentation
• Maintains an archive of previous proposals and related materials for reference and reuse

Quality Control & Process Support

• Ensures proposal materials comply with formatting standards, naming conventions, and organizational requirements
• Assists with quality checks of proposal documents for completeness and compliance with internal standards
• Supports the implementation of proposal best practices and process improvements
• Maintains accurate records and databases related to proposal activities and outcomes

Additional Responsibilities

• Participates in Proposal Development meetings and planning efforts as needed
• Works with team to refine administrative processes and institute best practices
• Maintains regular and punctual attendance.
• Performs other duties as assigned to support proposal department operations

Minimum Qualifications

• Associate’s or bachelor’s degree preferred, or commensurate work experience.

• Minimum of eight (8) years of office management and/or executive administrative support experience required.

• Experience supporting compliance and documentation development activities at collegiate-level.

• Demonstrable experience maintaining records, databases, and knowledge management systems.

• Must obtain and maintain any necessary security access and/or background checks.

Desired Qualifications & Skills

• Experience in document control, quality control, or records management preferred.
• Military experience is strongly preferred.
• Relevant certifications in project coordination, office management, or records management a plus.
• Exceptional organizational skills with meticulous attention to detail.
• Strong calendar, document preparation, and meeting management capabilities.
• Ability to coordinate multiple projects and initiatives simultaneously.
• Ability to prioritize tasks appropriately and manage competing demands.
• Ability to work independently, take initiative, and exercise sound judgment.
• Strong time management and multitasking abilities.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong written and oral communication skills.
• Excellent interpersonal communication and customer service skills.
• Ability to interact professionally with all levels of staff and external partners.
• Ability to take clear, accurate meeting notes and action items.
• Professional demeanor and ability to represent the VP and department effectively.
• Advanced expertise in Microsoft Word, Excel, PowerPoint, and Outlook.
• Proficiency with Adobe Acrobat and PDF management.
• Ability to rapidly input data, retrieve records, and manage filing systems.
• Experience with SharePoint, document management systems, or similar collaboration platforms preferred.
• Ability to learn and adapt to new software and systems quickly.
• Strong database management and data entry skills.
• General familiarity with the government procurement process and proposal development lifecycle.
• Basic understanding of compliance requirements and document formatting standards.
• Ability to read and interpret basic RFP requirements related to submission and formatting
• Knowledge of proposal terminology, processes, and best practices preferred

Work Schedule

Full-time. May be required to work additional hours as needed to complete assignment or project.

Travel

The expected travel time is less than 25%. Must be able to travel out of state periodically for business meetings and/or work sessions, as needed.

Driving Requirement

Must have or be able to attain a valid state driver’s license and be insurable on the company’s automobile insurance policy. Driving, with or without accommodation, may be required when traveling for training and/or short occasional amounts of local driving. The expected driving time is less than 25%.

Work Environment

Work is primarily performed in a professional office setting, including the normal office equipment (e.g., computer, fax machines, copier) and with a wide variety of people in differing functions, personalities, and abilities.

Physical Demands

Frequent sitting, using hands/fingers, handling, reaching with hands and arms, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); occasional walking or standing; occasional lifting of up to 10 pounds; frequent use of computers, including keyboard typing and staring at a computer monitor for extended periods of time. It is Katmai’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

• Eligible Benefits: Medical, Dental, Vision, Life & AD&D Insurance, Long-Term & Short-Term Disability Insurance, 401(k) Savings Plan, Employee Assistance Program (EAP), Paid Time Off (PTO), 11 Paid Federal Holidays, and Leave of Absence.

We are a VEVRAA Federal Contractor. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color,religion, sex, sexual orientation, gender identity or national origin, disability status, protected veteran status, marital status, familial status or any other characteristic protected by law.

Preference will be given to Ouzinkie Shareholders, Descendants of Shareholders and Spouses of Shareholders in accordance with Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2000e - 2(i).