Position Overview
InNova Consulting, Inc. is seeking a reliable, highly organized, and detail-oriented Administrative & Proposal Coordinator to provide day-to-day administrative and office support while assisting with the coordination and preparation of proposals and business development materials. The ideal candidate will assist with answering and directing phone calls, invoice and billing support, data entry, document organization, meeting preparation, and other general office functions. The position will also lead and support proposal activities by maintaining company information and marketing materials, gathering required documentation, formatting documents, and assisting with proposal submissions. This position will work closely with leadership, technical staff, and project managers to support efficient office operations and timely, high-quality proposal efforts.
Key Responsibilities
- Answer, screen, and direct incoming phone calls and take accurate messages as needed.
- Assist with preparing, organizing, entering, and tracking invoices and related billing documentation.
- Enter and update information in company systems, spreadsheets, databases, and other electronic records.
- Assist with scanning, copying, printing, mailing, preparing correspondence, and maintaining organized electronic and hard-copy records.
- Support general office organization, including maintaining supplies, shared work areas, and administrative materials.
- Assist leadership and staff with administrative requests, scheduling, calendar coordination, and other day-to-day needs.
- Assist with preparing for meetings by coordinating materials, organizing agendas and supporting documents, setting up meeting spaces, and ensuring necessary information and supplies are ready in advance.
- Review data and documents for completeness and accuracy before filing, entry, distribution, or submission.
- Communicate professionally with employees, clients, vendors, agencies, and other external contacts.
- Lead and/or assist with the preparation, coordination, formatting, and submission of proposals, qualifications, and other business development materials.
- Coordinate with technical staff and project managers to gather resumes, project descriptions, forms, certifications, and other information required for proposal submissions.
- Maintain and update employee resumes, project sheets, company information, proposal templates, and other marketing and business development materials.
- Review solicitation documents and track proposal requirements, deadlines, forms, and submission instructions.
- Proofread and format proposal documents for consistency, grammar, organization, and presentation.
- Assist with proposal submissions through agency procurement portals and other submission platforms.
- Perform other administrative, proposal coordination, and office support duties as assigned.
Required Qualifications
- High school diploma or equivalent required; associate or bachelor’s degree in Business Administration, Marketing, Communications, or a related field is a plus.
- Previous experience in administrative support, office coordination, proposal support, marketing coordination, or a related position preferred.
- Working proficiency in Microsoft Office Suite, particularly Word, Excel, PowerPoint, and Outlook.
- Strong verbal and written communication skills and a professional phone manner.
- Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
- Strong attention to detail and accuracy, particularly when entering data, assisting with invoices, and preparing documents.
- Ability to proofread and format professional documents.
- Ability to communicate effectively and professionally with leadership, technical staff, clients, vendors, and external partners.
- Ability to work independently, follow instructions, take initiative, and manage multiple office and proposal-related priorities.
Preferred Qualifications
- Experience in an administrative coordinator, proposal coordinator, marketing coordinator, office assistant, or similar support role.
- Experience assisting with proposals, qualifications packages, marketing materials, or other professional business documents.
- Experience with invoice entry, billing support, accounts payable/receivable support, or basic bookkeeping tasks.
- Familiarity with Deltek Ajera or other accounting, project management, CRM, or business software.
- Experience working in an engineering, consulting, construction, architecture, or other professional services environment.
- Experience with SharePoint, OneDrive, Microsoft Teams, and collaborative document management systems.
- Familiarity with public-sector agencies and procurement processes is a plus.
- Experience with Adobe Acrobat, Canva, InDesign, or similar document and graphic design software is a plus.
Key Competencies
- Administrative and office coordination
- Proposal and business development support
- Invoice and billing support
- Data entry and recordkeeping
- Document preparation and formatting
- Organization and attention to detail
- Time management and multitasking
- Microsoft Office and computer proficiency
- Dependability and initiative
- Accuracy and confidentiality
