RFP Administrator

Legence • New York, NY

21h • Hybrid

About The Position

CMTA (formerly AMA Group), a Legence company, is one of the fastest-growing engineering firms in the U.S., known for sustainable, high-performance building systems and complex MEP/FP delivery. Through AMA’s design expertise in media, broadcast, and production facilities—and CMTA’s national portfolio in education, healthcare, and zero-energy projects—they pair deep technical craft with an innovative, collaborative culture that accelerates careers. The New York City office is looking for an RFP Administrator to join CMTA to broaden their Proposal Coordination Team and support the RFP Administration process. This individual plays a critical role in supporting the business development teams with the end-to-end proposal development process, working closely with internal stakeholders to prepare MEP, Low Voltage, Security, Audiovisual, Acoustics, Commissioning, and Lighting proposals in response to RFPs and other client inquiries. The RFP Coordinator ensures that all technical proposals align with company standards and reflect their commitment to excellence and client success. Legence is a leading provider of engineering, consulting, installation, and maintenance services for mission-critical systems in buildings, specializing in designing, fabricating, and installing complex HVAC, process piping, and other mechanical, electrical, and plumbing (MEP) systems—enhancing energy efficiency, reliability, and sustainability in new and existing facilities. Legence also delivers long-term performance through strategic upgrades and holistic solutions, serving some of the world’s most technically demanding sectors. The company is committed to a diverse, inclusive culture where employees thrive—individually and as a team—with development, wellness, and day-to-day experience front and center, offering competitive benefits and a collaborative, fun work environment.

Requirements

• Bachelor’s Degree from an accredited University or equivalent experience
• Minimum of 5 years of experience
• Proven experience in proposal development, project coordination, or a related role, preferably within a professional services environment
• Exceptional writing, editing, and organizational skills with strong attention to detail
• Proficiency in Microsoft Office Suite, Adobe Acrobat, and intermediate Excel
• Strong ability to support multiple projects simultaneously and meet tight deadlines
• Excellent interpersonal and communication skills, with the ability to collaborate effectively with diverse teams

Nice To Haves

• MEP/AEC Industry experience is a plus

Responsibilities

• Assist in the coordination, preparation, and submission of responses to RFPs and other client requests within specified deadlines.
• Review documents to identify key requirements, deadlines, and submission criteria
• Organize files, templates, and submission documents
• Schedule kickoff meetings, review sessions, and internal deadlines
• Collaborate with stakeholders/marketing team throughout the RFP process
• Track proposal deadlines, deliverables, and team assignments to ensure timely completion
• Assist with document sharing and collaboration via SharePoint, DocuSign, or similar tools
• Support multiple proposals simultaneously in a fast-paced and deadline-driven environment
• Provide general administrative support as needed

Benefits

• 401(k) Plan with Company Match: Currently match contributions dollar-for-dollar up to 4% of eligible pay; immediate vesting.
• Health & Welfare Benefits: Employer provided medical, dental, vision, prescription drug, Employee Assistance Program and accident & illness coverage.
• Life and Disability Insurance: Employer provided basic life insurance and AD&D valued at 50K coverage amount with the option for voluntary buy up for additional coverage.
• Time Off: Flexible non-accrual vacation; company holidays per policy. (For California employees, this is separate from California paid sick leave, if applicable.)
• Expenses: Business travel and related expenses reimbursed per company policy.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 11-50 employees