Administrative Assistant & Proposal Coordinator

About the Role

We are looking for a highly organized, detail-oriented Administrative Assistant & Proposal Coordinator to join our growing team. This role blends administrative support with proposal development, ensuring our operations run smoothly while helping produce clear, accurate, and professional proposals for potential clients.

This position is ideal for someone who thrives in a fast-paced environment, enjoys writing and organizing information, and can support leadership by managing day-to-day administrative tasks, tracking departmental metrics, and maintaining internal systems.

Your work will directly support our estimating, sales, and operations teams�contributing to both internal efficiency and our ability to secure new business opportunities.

Pay: $22.00 - $28.00 per hour

Job description:

Proposal & Document Development

• Write, edit, and format proposals and other business documents.
• Collaborate with estimating, sales, and operations teams to gather information and prepare polished, accurate submissions.
• Maintain and update templates, content libraries, and proposal sections to improve
• efficiency.

Administrative Support

• Provide day-to-day administrative assistance to department leads and managers.
• Assist with scheduling, document organization, data entry, and general office tasks.
• Prepare reports, track deadlines, and support interdepartmental communication.

Metrics Tracking & Reporting

• Assist with the collection, tracking, and reporting of departmental KPIs and weekly/monthly metrics.
• Maintain dashboards or spreadsheets that support leadership visibility and decision-making.
• Help streamline processes for tracking proposals, wins/losses, timelines, and departmental workloads.

Cross-Team Coordination

• Serve as a point of coordination between sales, operations, and estimating teams.
• Support document reviews, revisions, and distribution.
• Ensure all outgoing materials are accurate, professional, and aligned with company standards.

Qualifications

Education

• Bachelor�s degree preferred (Business, Communications, English, or related field).
• Equivalent experience will also be considered.
• 1�3+ years in administrative support, proposal writing, or technical writing.
• Experience in construction, low-voltage, or related industries is a plus.

Skills

• Exceptional written and verbal communication skills.
• Strong organizational abilities with excellent attention to detail.
• Ability to manage multiple projects and deadlines simultaneously.
• Comfortable working independently and collaboratively.
• Strong problem-solving and multitasking skills.

Technical Proficiency

• Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with tools such as Monday.com (a plus), BuilderTrend (preferred), and familiarity with Procore or SharePoint is beneficial.

Benefits

• Dental insurance
• Health insurance
• Vision insurance
• Paid time off (PTO)
• Opportunities for career growth and professional development
• Schedule
• Monday to Friday
• 8-hour shift

Work Location: On-site in Lutz, FL.

Pay Range: $22�$28 per hour, based on experience and qualifications.