Proposal Operations Assistant

Ceres Environmental Services, Inc.; Town of Florida (NY); On-site; USD 52,000 - 58,240; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with company match

Paid time off

Travel opportunities

Job summary

Ceres Environmental Services, Inc. is seeking a Proposal Operations Assistant to join the Sarasota office, reporting to the Marketing & Proposal Manager.

This full-time role focuses on supporting proposal development and administrative operations, coordinating across departments, and ensuring timely government submissions. The position requires a BS degree (or equivalent experience), 1–3 years of admin/proposal support, and strong Word/Excel editing skills.

Qualifications

• 1–3 years of administrative support in proposal development, contracts, or legal operations.
• Proficiency in Microsoft Word and Excel; strong editing and grammar.
• Excellent writing and editing skills; detail-oriented.
• Ability to manage multiple priorities and deadlines; strong communication.

Responsibilities

• Assist in preparing documentation for government agency requests and submissions.
• Provide administrative and coordination support to the Proposals team and other departments to ensure timely project execution.
• Complete forms, maintain databases, and manage calendar scheduling.
• Prepare and edit documents, reports, and presentations.
• Organize records; assemble and ship hard-copy binders.

Skills

MS Word & Excel

Editing & writing

Project coordination

Communication

Time management

Education

B.S. degree

Tools

Adobe Acrobat

Foxit PDF Editor

SharePoint

Job description

Job Title: Proposal Operations AssistantLocation: Sarasota Office (in office, 5 days a week)Reports to: Marketing & Proposal ManagerType: Full-TimeCompensation Range: $52,000 - $58,240 (hourly non-exempt); Depending on experience, skills, and qualificationsBenefits: Comprehensive package including medical, dental, vision, 401(k) with company match, paid time off and travel opportunitiesThe Ceres CommitmentCeres Environmental Services is a leader in crisis management, rapid response, and disaster recovery, committed to rebuilding stronger, safer communities. Founded in 1976, Ceres has secured more than $3.2 billion in government-funded contracts, reflecting decades of trust in bringing hope during times of need.We specialize in emergency response, environmental services, planning, and consulting, including debris removal, blue roofs, logistics, debris management, demolition, recycling, forest management, and coastal and marine restoration. As a licensed general contractor, we offer unparalleled expertise to restore stability where it’s needed most.Driven by Purpose, Powered by PeopleAt Ceres, we believe you’re more than just an employee; you’re part of a team with a purpose and a meaningful mission. Whether in management, field operations, or behind the scenes, every team member plays a vital role in restoring hope, helping communities recover and rebuild.We value initiative, respect diversity, and give our people the freedom to lead. We offer competitive pay, travel opportunities, and a culture built on resilience and teamwork. If you show up with compassion, share the commitment, react with urgency, and deliver solutions, you’ll fit right in. We don’t just respond to challenges; we rise to them.Position Summary:We’re adding to our proposal team and hiring a Proposal Operations Assistant, who will report to the Marketing & Proposal Manager. As a Proposal Operations Assistant, you will be an integral member of the team and provide support for proposal development and administrative operations. In this fast-paced environment, you’ll collaborate across departments, manage documentation for government submissions, and ensure compliance with precision and efficiency. If you’re detail-oriented, highly organized, and thrive on keeping processes running smoothly, this is an excellent opportunity to grow your career while making a meaningful impact.What You Will Do:Assist in preparing documentation for government agency requests and proposal submissions.Provide administrative and coordination support to the Proposals team and other departments to ensure timely project execution.Complete forms, maintain databases, and manage calendar scheduling.Prepare and edit documents, reports, and presentations.Maintain office supply inventory and process orders as needed.Submit questions and clarification requests to clients and internal teams.Collaborate with various departments to gather information for client documentation.Organize and maintain accurate, up-to-date records and files.Assemble and ship hard-copy document binders.Ensure all internal and external deadlines are met.Required Qualifications:B.S. degree required; An equivalent combination of education and relevant experience may be considered in lieu of degree.1–3 years of administrative support experience, including proposal development, contracts administration, or legal operations, is highly preferred.Proficiency in Microsoft Word (style management, document formatting) and Excel.Excellent grammar, technical writing, and editing skills.Ability to manage multiple priorities and meet deadlines.Strong verbal communication and interpersonal skills with the ability to collaborate with operations team stakeholders, to include Field Operations, Legal, Finance, HR, Safety.Exceptional attention to detail, organization, and time management.Ability to work overtime to meet project deadlines.Preferred Qualifications:Familiarity with PDF editing software, including Adobe Acrobat and Foxit PDF Editor.Use of SharePointExperience in disaster response, defense, or construction industries.What To ExpectThis position requires adaptability and a proactive approach to shifting priorities, especially during active project or proposal cycles.Why Join Ceres?At Ceres, you won’t just have a job, you’ll have a mission. Your work will directly impact the speed and strength of community recovery after disasters.We offer:A collaborative, mission-driven culture.Opportunities for professional growth and advancement.The chance to make a lasting difference for communities.Ceres Environmental Services is proud to be an Equal Opportunity and Affirmative Action Employer. All qualified applicants will receive consideration without regard to age, race, color, sex, sexual orientation, gender identity or expression, national origin, religion, disability, pregnancy, genetic information, protected veteran status, or any other status protected by applicable lawWork AuthorizationApplicants must be authorized to work in the United States. Verification of employment eligibility will be required at the time of hire. Ceres does not sponsor employment-based visas for this position unless stated otherwise.E-Verify: We comply with Federal law by verifying employment eligibility.