Pay: $60,000 - $65,000 per year (DOE)
Job Type/Location: Full-Time (Salary Exempt), On-Site | Lutz, FL
About the Role
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant & Proposal Coordinator to join our growing team. This multifaceted role combines executive-level administrative support, proposal development, project coordination, and operational administration to ensure the efficient functioning of our organization.
The ideal candidate is a skilled communicator who thrives in a fast-paced environment, can seamlessly manage competing priorities, and enjoys supporting leadership while coordinating critical business processes. This individual will serve as a trusted resource for executives and department leaders, helping streamline operations, maintain accountability, and support business growth through accurate proposal development and administrative excellence.
Your work will directly support executive leadership, estimating, sales, operations, and service teams while contributing to organizational efficiency and the successful acquisition of new business opportunities.
Role Responsibilities
Executive & Administrative Support
- Provide high-level administrative support to executives, department leads, and management teams.
- Manage executive calendars, schedule meetings, appointments, and coordinate internal and external communications.
- Prepare meeting agendas, record meeting notes, and distribute action items and follow-up tasks.
- Coordinate travel arrangements, lodging, and expense reporting when required.
- Draft, edit, and proofread correspondence, reports, presentations, and business communications.
- Handle confidential and sensitive information with professionalism and discretion.
- Assist leadership with strategic initiatives, special projects, and priority assignments.
- Serve as a liaison between executives and internal departments to ensure timely communication and completion of action items.
- Monitor executive priorities and proactively identify scheduling conflicts, risks, or missed deadlines.
Proposal & Document Development
- Write, edit, format, and coordinate proposals and other business documents.
- Collaborate with estimating, sales, and operations teams to gather information and prepare polished, accurate submissions.
- Maintain and update proposal templates, content libraries, and standard documentation to improve efficiency and consistency.
- Develop and manage proposals, including non-bid packages, CASF ISP proposals, and primary proposal packages.
- Prepare and manage contract agreements and supporting documentation.
- Maintain contract boards, updates, document verification, milestone tracking, and completion status reporting.
- Create ISP budget templates and support ISP contract conversion processes.
- Ensure proposal deadlines and submission requirements are accurately tracked and completed.
Administrative Operations Support
- Assist with scheduling, document management, data entry, filing, and general office administration.
- Prepare reports, track deadlines, and facilitate interdepartmental communication.
- Process incoming PT requests and coordinate workflow assignments.
- Convert emails, Microsoft Teams conversations, and meeting notes into actionable Monday.com tasks.
- Assign ownership, priorities, due dates, job numbers, and establish project folders as needed.
- Maintain board statuses, workflows, priorities, and project documentation.
- Identify ownership gaps, unresolved items, and process bottlenecks and communicate findings to leadership.
- Assist with onboarding activities, company documentation, and administrative process improvements.
Metrics Tracking & Reporting
- Collect, track, analyze, and report departmental KPIs and weekly/monthly performance metrics.
- Maintain dashboards, reports, and spreadsheets that provide visibility for leadership decision-making.
- Monitor proposal activity, success rates, workloads, timelines, and operational performance indicators.
- Assist leadership with preparing operational, financial, and project performance reports.
- Support process improvement initiatives through data collection and performance analysis.
Cross-Department Support & Special Projects
- Coordinate with Estimating, Design, Operations, Sales, Service, and Executive Management teams.
- Support company-wide initiatives and cross-functional projects.
- Assist with workflow questions, process documentation, and team training.
- Share process knowledge and best practices with team members.
- Learn and execute unfamiliar tasks by coordinating with appropriate subject matter experts.
- Participate in recruiting activities, including scheduling interviews and assisting with candidate evaluation when needed.
- Support company events, meetings, and special organizational initiatives.
Qualifications
Education
- Bachelor's Degree preferred in Business Administration, Communications, English, Management, or a related field.
- Equivalent professional experience will be considered.
- 3+ years of experience in executive assistance, administrative support, proposal coordination, project coordination, or technical writing.
- Experience in construction, telecommunications, low-voltage, utility, or related industries is preferred.
Skills
- Exceptional written, verbal, and interpersonal communication skills.
- Strong executive-level organizational and time management abilities.
- Ability to manage multiple priorities with competing deadlines.
- High attention to detail and commitment to accuracy.
- Professional discretion and ability to handle confidential information.
- Strong critical thinking, problem-solving, and decision-making skills.
- Ability to work independently while collaborating effectively across departments.
- Proactive mindset with strong follow-through and accountability.
Technical Proficiency
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
- Monday.com experience preferred.
- BuilderTrend experience preferred.
- Familiarity with Procore, SharePoint, and project management platforms is beneficial.
- Experience managing calendars, reports, presentations, and workflow systems.
- Comfortable learning new software platforms and operational systems.
Work Location
On-Site | Lutz, Florida
Compensation
$60,000 - $65,000 salary based on experience and qualifications.
Benefits
- Health Insurance
- Dental Insurance
- Vision Insurance
- Paid Time Off (PTO)
Equal Opportunity Employer
We are an Equal Opportunity Employer and consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, veteran status, or any other protected characteristic under applicable law.
Additional Requirements
- Skills assessment will be administered during the interview process.
- Professional references required.
- Background check required.
Pay: $60,000.00 - $65,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- What is your current zip code?
- How many years of experience do you have in construction, low-voltage, or related industries?
Experience:
- proposal writing, or technical writing.: 1 year (Preferred)
- Monday.com: 1 year (Preferred)
- Contracts: 1 year (Preferred)
Work Location: In person
