Proposal Assistant
The Proposal Assistant supports the New Jersey Proposal Team by managing proposal submissions, maintaining project and staff documentation, and handling various administrative and marketing tasks. This role requires strong organizational, communication, and multi-tasking skills to coordinate proposal preparation, office duties, and event participation, contributing to the Confidential Client's successful project pursuits and internal operations.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Admin.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
Position Summary
This role supports proposal submissions and marketing-related administrative work for a Confidential Client in the transportation/engineering space. The Proposal Assistant will support the New Jersey proposal team with research, document preparation, database maintenance, and general office administrative duties.
Key Responsibilities
- Conduct daily searches of New Jersey (and occasional other states’) procurement and project advertisement sites to identify relevant opportunities.
- Draft and send company-wide notification emails for leads, pursuits, awards, and other proposal-related communications.
- Print, bind, assemble, and mail proposal packages for the NJ Proposal Team.
- Maintain and update informational databases, spreadsheets, and tracking tools that document qualifications, credentials, and project experience.
- Maintain and update staff license & certification files for NJ.
- Maintain/create NJ Master Resumes.
- Maintain/create NJ Master Project Sheets.
- Maintain/create NJ Pointed Services Sheets.
- Assist the NJ Proposal Team with full lifecycle preparation of RFPs, RFQs, Registration-to-do-Business packages, and similar governmental responses.
- Serve as the primary point person for general office administrative duties: mail, UPS, printing checks, ordering supplies, coordinating office events, etc.
- Provide in-person administrative support to other office personnel as requested (outside of proposal printing/binding).
- Assist NJ managers with contract document administration (contracts, letters, meeting minutes).
- Support new-hire onboarding logistics: coordinate with HR/IT/Marketing, prepare workspace, collect headshots/signatures, request and file certificates, coordinate welcome lunches.
- Coordinate and attend regional marketing events in New Jersey as needed.
- Fill in on related duties and collaborate across teams to meet deadlines.
Qualifications & Skills
- Coursework, Associate’s, or Bachelor’s degree in Business Administration, Marketing, Communications, or a related field.
- Up to 2 years of experience in communications or marketing; proposal experience is a plus.
- Proficient in Microsoft Office (Word, Excel, PowerPoint).
- Experience with Adobe Creative Suite (including InDesign) preferred but not required.
- Experience with SF 330 forms, technical writing, or A/E/C industry work is a plus.
- Excellent organizational skills and strong attention to detail.
- Proven ability to manage multiple projects and prioritize under tight deadlines.
- Strong written and verbal communication skills.
- Good interpersonal skills and ability to collaborate with staff from entry-level to manager level.
- NJ Notary license is a plus (the client can support new hires in obtaining one if needed).
- Must be a team player and willing to assist across administrative functions.
Employment Details & Compensation
- Employment type: Full time
- Location: Lawrence Township, NJ
- Pay: $21.00 - $26.00 per hour (depending on qualifications)
- This role requires some in-office presence for administrative and proposal production tasks.
Why Apply
- Join a regional team supporting meaningful public infrastructure and transportation projects.
- Gain hands-on proposal and marketing administration experience in the A/E/C or transportation planning space.
- Opportunity to work cross-functionally with managers, engineers, HR, IT, and marketing teams.
- The Confidential Client is committed to inclusive hiring — applicants who don’t meet every qualification are encouraged to apply.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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