Operations & Proposal Coordinator

ADVANCED INFRASTRUCTURE DESIGN•Robbinsville Township, NJ

10d

About The Position

We are seeking a highly organized, dependable, and communicative Operations & Proposal Coordinator to serve as the central hub of our office to deal with traffic control group. This role keeps our workflow running smoothly—coordinating with clients, supporting field operations, preparing proposals, and ensuring that jobs are set up accurately and on time. The ideal candidate is detail‑oriented, comfortable managing multiple priorities, and able to learn the basics of the traffic‑control business quickly. Prior experience in construction, utilities, or similar operations is required. Talent, organization, and strong follow‑through matter most.

Requirements

Strong written and verbal communication
Must have basic working knowledge of Excel, Word and emails
Highly organized with excellent attention to detail
Ability to manage multiple tasks and deadlines
Comfortable coordinating with field staff and strong personalities
Proficient with email, spreadsheets, and basic office software
Quick learner with the ability to understand industry terminology
Professional, reliable, and consistent
Strong follow‑through and accountability
Consulting, construction, utilities or other service‑industry office administration is required

Nice To Haves

Traffic control, utilities, or roadway work
Proposal writing or RFP response experience
Scheduling or dispatching
Working with COIs or compliance documents

Responsibilities

Serve as the primary point of contact for clients, contractors, and government agencies
Respond to calls and emails promptly and professionally
Gather job requirements and clarify expectations
Send proposals and track bid status
Maintain a reliable, positive company presence
Review bid documents and extract key requirements
Coordinate with field leadership to determine crew needs, equipment, and logistics
Prepare proposals, pricing sheets, and submission packages
Track all proposals and deadlines in an organized system
Create job folders and maintain accurate documentation
Request and issue Certificates of Insurance (COIs)
Schedule crews based on awarded work
Confirm job details with clients and field staff
Prepare daily job sheets and distribute to supervisors and crews
Maintain calendars, schedules, and job logs
Track employee certifications and compliance documents
Order supplies, signs, and equipment as needed
Keep digital and physical files organized and accessible
Support billing by collecting timesheets and verifying job hours
Collect daily field reports and timesheets
Match hours to jobs and verify accuracy
Prepare invoices and send to clients
Track payments and follow up on outstanding invoices