Proposal Coordinator – Administrative Manager

This is a fully remote position, open to applicants in Florida.

📋 Description

• Deliver comprehensive administrative and operational assistance to the VP of Proposals and the Proposal Department.

• Oversee calendars, meetings, correspondence, departmental communications, and routine support requests.

• Manage the proposal team calendar, proposal log, assignment tracking systems, and status reports.

• Organize proposal meetings, distribute materials, record minutes, and monitor action items.

• Arrange travel and logistics for proposal-related meetings and work sessions.

• Record proposal assignments, deadlines, working folders, access permissions, and team coordination.

• Facilitate proposal production by compiling documents, assisting with formatting, and preparing submissions.

• Maintain the Past Performance library, proposal development kit, content library, document repositories, and archives.

• Supervise document control, version control, templates, boilerplate content, and standard materials.

• Ensure proposal materials comply with formatting, naming, organizational, completeness, and compliance standards.

• Assist with quality checks, process enhancements, proposal best practices, and record maintenance.

• Engage in proposal development meetings and improve administrative processes.

⛳️ Requirements

• Preferred Associate’s or bachelor’s degree, or equivalent work experience.

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

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

• Background in maintaining records, databases, and knowledge management systems.

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

• Preferred experience in document control, quality control, or records management.

• Strong preference for military experience.

• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

• Skilled in Adobe Acrobat and PDF management.

• Preferred experience with SharePoint, document management systems, or similar collaborative platforms.

• Strong database management and data entry capabilities.

• Familiarity with government procurement and the proposal development lifecycle.

• Understanding of compliance requirements and document formatting standards.

• Ability to read and interpret basic RFP submission and formatting requirements.

• Must possess or be able to obtain a valid state driver’s license and be insurable under the company’s automobile insurance policy.

• Must be available for occasional out-of-state travel; expected travel is under 25%.

• Full-time availability required, with potential additional hours as needed.

🏝️ 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.

• Leave of Absence.

• Reasonable accommodations for qualified individuals with physical or mental disabilities.

• Preference given to Ouzinkie Shareholders, Descendants of Shareholders, and Spouses of Shareholders.