Administrative Assistant - Proposals

Description

Enovate is an Engineering firm that specializes in Construction Management, Transportation Engineering and Monitoring services. Since its inception a few years ago, Enovate was able to position its brand as a leading WBE/DBE engineering/CM firm. We have teamed with and supported well-known Engineering and CM firms and worked on flagship projects in both the public and private sectors.

Our diverse team consists of Professional Engineers, Construction Managers, Engineers and Technicians from varied backgrounds – design, project management and construction. This is an opportunity to work with Enovate as we expand to meet the demand of this wide range of services and excel in a traditional industry that is ever changing with the adoption of technology.

We are proud to be certified as a Great Place to Work , a Best Place to Work, 2021 as voted by NJBIZ, recipient of the Diversity & Inclusion Award from Anchin, a Zweig Top New Venture for 2021, among other accolades.

Learn more at

We are seeking a motivated and detail-oriented Administrative Assistant-Proposals with 1+ years of administrative or office experience (entry-level roles considered) to support the proposals team in efficient and accurate preparation, formatting, submission, and tracking of proposal responses. This role includes proposal production logistics, document preparation, scheduling, and general office functions to help meet deadlines and maintain high standards of quality and compliance.

This position is an entry-level position that offers the opportunity for career growth in our Proposal & Marketing Department.

• Assist with the production, formatting and assembly of proposal documents and submission packages
• Create and maintain proposal folders, document libraries, and templates in shared drives and content management systems.
• Track Requests for Proposals (RFPs), Invitations for Bid (IFBs) and other solicitation deadlines and requirements.
• Help prepare transmittals, labels, hard copy submissions, and shipping/logistics for physical and electronic proposal delivery.
• Conduct basic proofreading, consistency checks and formatting refinements in MSWord, Excel, and PowerPoint.
• Complete forms and other documentation as required in Adobe Pro
• Manage calendars, schedule meetings, and coordinate logistics for proposal team reviews, kickoff meetings, and events.
• Monitor project schedules and help ensure all deliverables and signatures are obtained timely.
• Provide general administrative support, including scanning, copying and filing.
• Support cross-functional coordination with internal teams (e.g., Contracts, Business Units, etc.) to gather required content and approvals.
• Maintain proposal tracking logs and status dashboards.
• Prepare basic reports on submission outcomes, awards, and performance metrics as assigned.

• Highly organized self-starter with strong time-management and documentation skills.
• 1–3 years of administrative experience.
• Above average proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook and Teams)
• Comfort working with shared drives, file naming conventions, version control, and tracking multiple deadlines.
• Ability to manage multiple projects simultaneously, prioritize tasks effectively, and meet tight deadlines in a fast‑paced, deadline‑driven environment.
• Excellent written and verbal communication skills, with the ability to collaborate effectively across teams.
• Ability to maintain well‑organized records and ensure consistency and compliance in documentation.
• Uncompromising integrity and professionalism in handling sensitive or confidential information.

• Associate’s or Bachelor’s degree in Business, Marketing, Communications, English/Professional Writing or Literature or a related field.
• Familiarity with Adobe Creative Suite tools
• Familiarity with A/E/C proposal processes, compliance matrices, and evaluation criteria
• Experience with proposal and CRM systems
• Working knowledge of graphic/layout tools
• Writing, editing and proofreading skills

Even if you don't feel that you meet every single requirement, we still encourage you…