Administrative Assistant / Proposal Coordinator

Basin Engineering & Surveying•Metairie, LA

7d•Onsite

About The Position

Basin Engineering & Surveying is a growing civil and structural engineering firm run by its two founding principals. This role is their right hand: you keep the office and their calendars running, and you own the proposals the firm submits to win public and private work. It carries real responsibility at a firm small enough that your work is seen every day by the people who run the company. If you have supported an engineering, architecture, construction, legal, or government contracting office, much of this will feel familiar. If you have been the person who pulled together a bid, a proposal, or a permit package and got it out the door on time, even better. Basin is headquartered in Metairie, in the New Orleans metro, with a second office in Vestavia Hills, Alabama. Led by founders Wesley Eustis and Daniel Bobeck, the firm provides civil site design, structural engineering, land surveying, public works, and drone services. Its engineering licenses span roughly 26 states, a wide footprint for a firm its size, so the work it pursues is varied and the pipeline stays full. The role Your time splits between two things. The first is keeping the principals and the office organized: managing calendars, scheduling meetings and travel, handling correspondence, preparing documents, and keeping files and records in order. The second is proposals. When a public agency or private client requests qualifications, you run the response: tracking the deadline and any addenda, pulling together staff resumes, project descriptions, and required forms, collecting licenses and paperwork from subconsultants, formatting the package, and submitting it through the agency's portal or delivering it by hand. You will also maintain the firm's library of standard proposal content and keep its capabilities statements and project sheets current.

Requirements

Three or more years in an administrative, office coordinator, or proposal coordinator role
Hands-on experience assembling formal document packages such as proposals, bids, RFQ or RFP responses, or contract and permit packages
Strong Word, Excel, Outlook, and Adobe Acrobat skills
Careful writing and proofreading
A track record of hitting hard deadlines
The ability to work in person at our Metairie office

Nice To Haves

Supported an engineering, architecture, construction, legal, or government contracting office
Been the person who pulled together a bid, a proposal, or a permit package and got it out the door on time

Responsibilities

Managing calendars
Scheduling meetings and travel
Handling correspondence
Preparing documents
Keeping files and records in order
Tracking proposal deadlines and addenda
Pulling together staff resumes, project descriptions, and required forms for proposals
Collecting licenses and paperwork from subconsultants
Formatting proposal packages
Submitting proposals through agency portals or delivering them by hand
Maintaining the firm's library of standard proposal content
Keeping capabilities statements and project sheets current