Job Description

Position Summary

New River Electrical Corporation is seeking a detail-oriented and organized Proposal Administrator to support the preparation, development, and submission of high-quality proposals. This position plays a key role in coordinating administrative aspects of proposal responses, ensuring compliance with client requirements and internal processes. In this position, you will report to the Vice President of Business Development, Sales and Marketing and will work closely with Operations leadership and staff. The ideal candidate is a proactive team player with excellent communication and document management skills.

Duties/Responsibilities

• Coordinate and support all administrative aspects of proposal development and submission from opportunity intake, through proposal development (using various proposal templates and materials), to proposal acceptance or rejection by the customer.
• Review RFPs (Requests for Proposals), RFIs (Requests for Information), and RFQs (Requests for Qualifications) to identify and summarize requirements.
• Maintain proposal schedules, calendars, and deadlines, ensuring timely delivery of proposal components.
• Create, collate, format, proofread, and edit proposal documents to ensure accuracy, consistency, clarity, and compliance with guidelines.
• Maintain accurate records of proposals, including versions, approvals, and final submissions.
• Collaborate with technical writers, subject matter experts, and other stakeholders in Operations to compile proposal materials.
• Upload, organize, and manage proposal documentation using file-sharing platforms or content management systems such as Egnyte and Unanet.
• Track proposal status through its lifecycle and follow up on required documents, certifications, and signatures.
• Support the development and maintenance of proposal templates, past performance data, and resumes.
• Assist in post-submission activities such as lessons learned reviews, document archiving, and reporting.
• There may be occasional limited travel for off-site meetings, events or other business matters.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications

• Associate or bachelors degree in business administration, Communications, English, or related field (or equivalent experience).
• 2+ years of experience in proposal support, administrative, or project coordination role.
• Experience with proposal software/tools (e.g., SharePoint, Salesforce, GovWin, Unanet, RFPIO) is a plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat.
• Familiarity with the RFP/proposal process, preferably in the Utility sector.
• Excellent attention to detail with the ability to spot inconsistencies or ambiguities in proposal documents.
• Strong organizational skills that reflect the ability to work on multiple projects simultaneously, prioritize multiple tasks seamlessly, manage time, and meet tight deadlines.
• Outstanding written and verbal communication skills.
• Strong interpersonal skills and the ability to build relationships with stakeholders including staff, and external professionals.
• Excellent analytical thinking skills and problem-solving abilities.
• Resourceful team-player, yet with the ability to effectively work independently.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to see, talk and hear. The employee is required to sit at a desk and work on a computer for prolonged periods of time.

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