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Enovate · 13 hours ago

Administrative Assistant - Proposals

Berkeley Heights,NJ,US

Full-time

Onsite

Entry Level

1+ years exp

Enovate is an Engineering firm that specializes in Construction Management, Transportation Engineering and Monitoring services. They are seeking a motivated and detail-oriented Administrative Assistant-Proposals to support the proposals team in accurate preparation, formatting, submission, and tracking of proposal responses.

Civil EngineeringConstructionConsultingProject Management

Responsibilities

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

Qualification

Microsoft OfficeProposal productionAdobe ProDocument managementProofreadingTime managementWritten communicationVerbal communicationOrganizational skills

Required

1+ years of administrative or office experience (entry-level roles considered)

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