Proposals Administrator

Regal Technology Partners; Santa Ana (CA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

4/10 schedule

Weekly pay

401(k) with company match

Medical, dental, vision

Life insurance

8 holidays + floating holiday

PTO

Job summary

Regal Technology Partners in Santa Ana, CA, is seeking a Proposals Administrator to support RFQ/RFP intake, file preparation, and record keeping within a defense EMS environment. You will log incoming requests, maintain folders, and ensure proper revision control under guidance from the Proposal Analyst.

This role focuses on organization and accuracy, not pricing or strategy, enabling the Proposal Analyst and Proposals Manager to focus on analysis and decision-making.

Qualifications

• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• 1–3 years in admin, proposals, quoting, purchasing, or contracts support.
• Familiarity with ITAR and defense/aerospace document handling preferred.
• Proficiency in Microsoft Office; experience with CalcuQuote or ERP systems is a plus.

Responsibilities

• Receive, log, and acknowledge RFQs/RFPs and maintain the proposal tracking log with due dates, status, and owners.
• Set up and maintain proposal folders, file structures, and revision control per internal quoting standards.
• Enter/update BOM, customer, and quote data in quoting tools and ERP as directed by the Proposal Analyst.
• Distribute RFQ packages to Purchasing, Engineering, and PM, track quotations and lead times to keep proposals on schedule.
• Prepare first drafts of compliance matrices, quote summaries, and cover letters for review by the Proposal Analyst.
• Format, assemble, and proofread final proposal packages for completeness before submission.
• Handle export-controlled and customer-proprietary data per ITAR/EAR and company procedures.
• Maintain proposal records, audit trails, submission history, and track post-submission clarifications and awards.
• Prepare routine status reports and proposal metrics for the Proposals Manager.

Skills

Administrative support

Organizational skills

Attention to detail

Communication

Education

Associate’s or Bachelor’s degree in Business, Supply Chain, or related field

Tools

CalcuQuote

ERP systems

MS Excel

Job description

Position Title: Proposals Administrator

Department: Proposals

Location: Santa Ana, CA

FLSA Status: Non-Exempt, Full-Time

Clearance Type: Secret Clearance Required for start: No

About Us

Regal Technology Partners is a vertically integrated aerospace and defense manufacturing platform, purpose-built for the programs that demand precision, reliability, and compliance rigor. We design and manufacture mission-critical electronic communication systems for prime contractors, Tier 1 suppliers, and government customers operating in the most regulated corners of the defense industrial base.

What We Offer Our Team

• 4/10 work schedule
• Weekly pay
• 401(k) with company match of up to 4% of contributions
• Medical, dental, vision, pet insurance, and more
• $50,000 employer-paid life insurance policy
• 8 paid holidays, plus 1 additional floating holiday
• Generous paid time off (PTO)

Job Summary

The Proposals Administrator provides administrative, documentation, and data-entry support to the Proposals team in a high-volume Defense and Aerospace EMS environment. The position reports to the Proposals Manager and is aligned directly with the Proposal Analyst, working day-to-day under the Analyst’s guidance on RFQ intake, proposal file preparation, and record keeping. This role does not own pricing or proposal strategy, but instead keeps the proposal process organized, accurate, and on schedule so that the Proposal Analyst and Proposals Manager can focus on analysis and decision-making.

Key Responsibilities

• Receive, log, and acknowledge incoming RFQs and RFPs, and maintain the proposal tracking log with due dates, status, and assigned owners.
• Set up and maintain proposal folders, file structures, and revision control in accordance with internal quoting standards.
• Enter and update BOM, customer, and quote data in quoting tools (e.g., CalcuQuote) and ERP systems as directed by the Proposal Analyst.
• Distribute RFQ packages to Purchasing, Engineering, and Program Management, and track supplier quotations, lead times, and other required inputs to keep proposals on schedule.
• Prepare first drafts of compliance matrices, quote summaries, and cover letters using approved templates for review by the Proposal Analyst.
• Format, assemble, and proofread final proposal packages for completeness and consistency prior to management review and submission.
• Handle export-controlled and customer-proprietary data in accordance with ITAR, EAR, and company data-handling procedures.
• Maintain proposal records, audit trails, and submission history, and track post-submission clarifications, revisions, and award notifications.
• Prepare routine status reports and proposal metrics (e.g., quote volume, turnaround time, win/loss) for the Proposals Manager.

Qualifications

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business, Supply Chain, or a related field preferred.
• 1–3 years of experience in an administrative, proposals, quoting, purchasing, or contracts support role, preferably in EMS or manufacturing.
• Basic familiarity with BOMs, part numbers, and Defense/Aerospace document-handling requirements (e.g., ITAR) preferred.
• Proficiency in Microsoft Office with intermediate Excel skills; experience with quoting tools (CalcuQuote preferred) or ERP systems is a plus.

Physical Requirements

• Ability to sit for extended periods while working at a computer workstation.
• Frequent use of a computer, keyboard, mouse, and standard office equipment.
• Ability to lift and carry up to 10 pounds occasionally (e.g., files, laptop, office materials)

This job description is intended to provide a clear overview of the primary duties and responsibilities for the Proposals Administrator position. It is not an exhaustive list, and other tasks may be required as needed to support the company’s operations.

Regal Technology Partners is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, or any other characteristic protected by federal, state, or local laws. We strive to create an inclusive and diverse work environment where everyone is valued and respected.

If you require any accommodation during the application process or have any questions regarding our EEO policies, please contact Human Resources, [e-mail]