Applications & Bidding Support Assistant - Freelance, Remote

Magic, Inc

95d•$7•Remote

About The Position

Our client is a fast-moving renewable energy company focused on originating and executing solar projects and property opportunities across the U.S. They work with multiple stakeholders—lenders, property owners, utilities, and vendors—to bring projects from evaluation to approval and execution. The team values rigor, clear communication, and on-time delivery of bids and applications. This role exists to streamline and scale the company’s growing volume of applications, financing submissions, and competitive bids. By centralizing document gathering, submission preparation, and stakeholder follow-ups, the assistant ensures projects move forward without delays. The objective is to improve throughput, accuracy, and on-time submission rates across multiple application types and bid processes.

Requirements

Hands-on familiarity with application processes for financing, permits, interconnection, or incentive programs in the renewable energy sector.
Proficiency with Google Workspace (Drive, Docs, Sheets) and basic reporting/analytics.
Strong written English; ability to draft and edit professional communications using AI tools (e.g., ChatGPT).
Demonstrated experience coordinating multi-stakeholder workflows and conducting follow-ups via email, calls, and messaging apps.
Ability to work 20 hours per week on a U.S. timezone schedule.
Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
Internet speed of at least 40MBPS
Headset with an extended mic that has noise cancellation and a webcam
Back-up computer and internet connection
Quiet, dedicated workspace at home

Nice To Haves

Technical: Google Sheets (filters, lookups, basic charts), Docs, Drive organization/version control; familiarity with CRM and project management tools (e.g., Asana/Trello); competent use of AI assistants for drafting.
Process: Detail-oriented, highly organized, excellent document hygiene and versioning; deadline-driven with strong prioritization.
Communication: Professional written and verbal communication; proactive follow-through; clear note-taking and status reporting.
Mindset: Problem-solver who can identify missing information, unblock tasks, and maintain momentum across multiple concurrent applications.

Responsibilities

Manage and complete up to five application types per project (grants, financing, permitting, interconnection, incentives).
Compile requirements, complete forms, prepare attachments, and ensure application completeness.
Support renewals, resubmissions, and resolve missing or inconsistent information.
Gather KYC/financial documents and prepare submission packets.
Coordinate with lenders and finance partners; track outstanding items and follow-ups.
Maintain checklists and trackers for term sheets, submission status, and approvals.
Assist in preparing and submitting bids for solar projects and property opportunities (RFPs/RFQs).
Draft proposal components using templates and AI tools; proofread for accuracy and tone.
Coordinate inputs with clients, vendors, and property owners to meet bid requirements.
Initiate and manage calls and follow-ups with clients, vendors, property owners, and finance partners.
Coordinate real-time communications via Email, WhatsApp, and iMessage when needed.
Maintain clear notes, escalate blockers, and keep stakeholders updated on status.
Maintain accurate, version-controlled documentation and folders in Google Drive.
Build and update trackers and basic analytics in Google Sheets; generate status reports and bid outcome summaries.
Track deadlines, manage calendars, and ensure timely submission of applications and bids using CRM/project management tools as needed.