Administrator, Proposals and Safety
On-siteScottsdale, Arizona, United States
Job Summary
Coordinate proposal production, including formatting, branding, and electronic submission of RFP responses, while maintaining the tracking log and pipeline records in Salesforce. Open new project numbers in financial systems, gather scope and budget details, and support periodic audits of project setups to ensure accuracy. Compile safety data, metrics, and incident reports for leadership and client reviews, prepare safety dashboards, and maintain documentation for project-specific safety plans and site visit reports. Manage proposal calendars, send submission reminders, and assist with supplier registrations and post-submission debriefs. Support onboarding administration, file management, and internal reporting for the Proposals, Business Development, and Environmental teams.
Required Qualifications
- Associate's or Bachelor's degree in business administration, communications, or a related field, OR equivalent combination of education and relevant administrative experience
- Minimum 2-3 years of relevant administrative experience, preferably supporting proposals, project controls, or safety functions within the engineering, construction, energy, or environmental consulting industries
- Strong attention to detail and accuracy, particularly with data entry, project setup, and audit tasks
- Proficiency in Microsoft Office suite (Excel, Word, PowerPoint, Outlook)
- Strong organizational skills with the ability to manage multiple concurrent deadlines across teams
- Strong written and verbal communication skills
- Discretion and sound judgment when handling confidential business and safety information
- Ability to work both independently and collaboratively in a fast-paced environment
- Valid driver's license
Desired Qualifications
- Experience with project setup or financial/ERP systems is preferred
- Experience with CRM software (Salesforce preferred) is an asset
- Experience supporting safety reporting or compliance documentation is an asset
- Familiarity with OSHA and other workplace safety documentation practices is a plus
- Experience with ArcGIS or Google Earth (KML/KMZ) is considered an asset
- OSHA 10 Certification, or the ability to obtain within 30 days of start of employment, is a plus
Hiring someone like this?
Get your role in front of qualified candidates on Sorce.