Proposals Administrator

Regal Technology Partners Inc•Santa Ana, CA

4d•Onsite

About The Position

The Proposals Administrator provides administrative, documentation, and data-entry support to the Proposals team in a high-volume Defense and Aerospace EMS environment. The position reports to the Proposals Manager and is aligned directly with the Proposal Analyst, working day-to-day under the Analyst’s guidance on RFQ intake, proposal file preparation, and record keeping. This role does not own pricing or proposal strategy, but instead keeps the proposal process organized, accurate, and on schedule so that the Proposal Analyst and Proposals Manager can focus on analysis and decision-making.

Requirements

High school diploma or equivalent required
1–3 years of experience in an administrative, proposals, quoting, purchasing, or contracts support role, preferably in EMS or manufacturing.
Proficiency in Microsoft Office with intermediate Excel skills

Nice To Haves

Associate’s or Bachelor’s degree in Business, Supply Chain, or a related field preferred.
Basic familiarity with BOMs, part numbers, and Defense/Aerospace document-handling requirements (e.g., ITAR) preferred.
experience with quoting tools (CalcuQuote preferred) or ERP systems is a plus.

Responsibilities

Receive, log, and acknowledge incoming RFQs and RFPs, and maintain the proposal tracking log with due dates, status, and assigned owners.
Set up and maintain proposal folders, file structures, and revision control in accordance with internal quoting standards.
Enter and update BOM, customer, and quote data in quoting tools (e.g., CalcuQuote) and ERP systems as directed by the Proposal Analyst.
Distribute RFQ packages to Purchasing, Engineering, and Program Management, and track supplier quotations, lead times, and other required inputs to keep proposals on schedule.
Prepare first drafts of compliance matrices, quote summaries, and cover letters using approved templates for review by the Proposal Analyst.
Format, assemble, and proofread final proposal packages for completeness and consistency prior to management review and submission.
Handle export-controlled and customer-proprietary data in accordance with ITAR, EAR, and company data-handling procedures.
Maintain proposal records, audit trails, and submission history, and track post-submission clarifications, revisions, and award notifications.
Prepare routine status reports and proposal metrics (e.g., quote volume, turnaround time, win/loss) for the Proposals Manager.