Job Description

Job Summary

The Proposal Manager and Operations Associate will handle a wide range of administrative tasks, from scheduling and organizing meetings to administering interviews, handling billing and payments, and supporting our team in multiple areas. This role requires a strong sense of initiative, attention to detail, and the ability to prioritize effectively in a fast-paced environment.

Key Responsibilities

• Proposal Management : Draft, format, and proofread documents, presentations, and reports related to RFI/RFQ/RFP.
• Customer & Client Communication : Respond to general inquiries, assist with customer service issues, and communicate with clients and vendors as needed.
• Calendar & Scheduling : Manage calendars for key team members, coordinate meetings, and handle travel arrangements.
• Interview Administration : Schedule interviews, communicate with candidates, and ensure a smooth interview process by coordinating with hiring managers.
• Billing & Payments : Prepare and manage billing, process invoices, track payments, and assist with payment-related tasks as needed.

Requirements

• Experience : Previous experience working in a startup or small business in proposal management, administration, office management, recruiting, billing, sales, marketing, communications, or a related role.
• Education : High school diploma required; Associate’s or Bachelor’s degree preferred.
• Skills : Strong organizational abilities with attention to detail; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with Google Workspace; excellent communication and interpersonal skills; ability to multitask and prioritize in a fast-paced environment; comfortable working independently and as part of a team; and basic accounting skills or experience with billing and invoicing preferred.

Preferred Qualifications

• Familiarity with proposal and grant writing, experience with scheduling tools (e.g., Calendly) and project management software (e.g., Smartsheets)
• Experience handling billing, payments, or basic accounting tasks
• Experience in recruitment coordination or administering interviews

Job Tags

Similar Jobs