Program & Proposal Administrator

Job Description

Job Description

Description:

Position Summary

The Program & Proposal Administrator supports the Program and Proposal Management team and serves as a key point of contact for customers. You will keep programs, proposal and documents organized, edit and catalog company materials, communicate with customers by email, capture meeting summaries and action items, and follow up until work is closed. You will also support proposal efforts.

Expect roughly 67% program administration support, including customer communication, editing, and cataloging, and 33% proposal support.

This role suits a pleasant, outgoing communicator who enjoys bridging different teams within the company and building strong relationships with external customers, and who brings skilled writing, word processing, editing, organization, and reliable follow-through to a regulated manufacturing environment. This is a full-time on-site position.

Key Responsibilities

Program administration support

• Schedules and tracking: Maintain program schedules, milestone trackers, and action-item logs for customer and internal projects. Flag slips to Program Managers early.
• Meetings: Schedule program reviews, kickoffs, and customer calls, and prepare agendas.
• Documentation control: Organize contracts, statements of work, purchase orders, drawings, and revisions. Keep files current per document control procedures.
• Budget tracking: Record project costs, labor hours, and expenses. Prepare reports for program and finance leads.
• Audit readiness: Support internal, customer, and registrar audits by gathering records and tracking corrective actions to closure.
• General administration: Handle visitor coordination, travel arrangements, office supplies, and other administrative tasks as needed.

Customer interface and communication

• Email communication: Manage day-to-day customer email correspondence with clear, professional, and timely responses.
• Meeting summaries: Take notes during customer and program meetings, then send concise summaries listing decisions, action items, owners, and due dates.
• Follow-up: Track open action items and customer requests, and follow up with customers and internal teams until each one is closed.
• Customer contact: Serve as a first point of contact for customer inquiries, and route technical questions to the right engineer or Program Manager.
• Order status: Provide order and delivery status updates in coordination with production and shipping.
• Customer records: Keep customer contact information and correspondence records current and organized.

Editing, organizing, and cataloging

• Document editing: Edit proposals, technical reports, datasheets, customer letters, and marketing materials for clarity, accuracy, grammar, and consistency.
• Final review: Proofread documents before release, check version control, and confirm required proprietary markings are in place.
• Standards and templates: Apply company style, templates, and branding across documents, and keep templates up to date.
• Cataloging: Catalog and index program documents, reports, and reference materials using consistent naming and filing so anyone can find them quickly.
• Content library: Maintain a library of reusable proposal content, past performance write-ups, resumes, and company boilerplate.

Proposal support

• Proposal drafting: Help draft standard proposal sections, such as company overview and past performance, using approved library content.
• Proposal coordination: Track proposal schedules and gather inputs from engineering, pricing, and contracts to help meet deadlines.
• Proposal assembly: Format and assemble final proposal packages to match customer instructions, page limits, and required forms.

Requirements:

Qualifications

Required

• Bachelor's degree in English, Communications, Business Administration, or a related field, or equivalent combination of education and experience.
• 2+ years of experience in administrative support, program coordination, or customer service.
• Excellent writing, editing, word- and image-processing, and proofreading skills, with a sharp eye for clarity, consistency, and detail. An editing exercise may be given. 
• Ability to build and maintain compliance matrices that trace every solicitation requirement to a proposal response.
• Ability to manage several concurrent proposals against hard deadlines, track action items, and keep contributors on schedule.
• Comfort working directly with engineers to gather technical input, with willingness to learn RF/microwave terminology.
• Strong organizing and cataloging skills, including building and maintaining file structures, indexes, and document libraries.
• Proven ability to communicate with customers by email, write clear meeting summaries and action items, and follow up to closure.
• Excellent verbal and written communication skills, with an open, pleasant, and outgoing personality.
• Advanced proficiency in Microsoft Word, plus Excel, PowerPoint, Outlook, and Teams.
• Must be a U.S. person (U.S. citizen, lawful permanent resident, or protected individual) as defined by ITAR.

Preferred

• Strong problem-solving and research skills using AI tools such as Microsoft Copilot, ChatGPT, or Claude.
• Experience in aerospace, defense, electronics, or another regulated manufacturing setting.
• Experience with document management or records cataloging systems.
• Some exposure to proposal support.
• Familiarity with CMMC and NIST SP 800-171 requirements as they appear in solicitations and supplier questionnaires.
• Experience preparing commercial quotes and reviewing customer purchase order terms, NDAs, and supplier quality clauses for space and defense primes.
• Graphics skills (Visio, Illustrator, or similar) for proposal figures, program schedules, and organizational charts; Microsoft Project or equivalent for integrated master schedules.
• Proficiency in Microsoft Project and concept of Gantt Chart. 
• Awareness of teaming agreements, small business subcontracting plans, and work-share arrangements when QuinStar is prime or sub.
• Familiarity with AS9100 or ISO 9001 quality systems.
• Experience with Microsoft Dynamics or a similar ERP system.

Skills and Competencies

• Interpersonal style: Pleasant, outgoing, and approachable, with strong verbal and written skills.
• Editing, word- and image-processing: Turns rough drafts into clear, consistent, error-free documents.
• Organizing and cataloging: Builds simple, logical systems for documents and information, and keeps them current.
• Customer communication: Writes professional emails, meeting summaries, and follow-ups that keep customers informed and work moving.
• Follow-through: Tracks every open item and closes the loop without being reminded.
• Discretion: Handles proprietary and export-controlled information with strict confidentiality.
• Bridging and relationships: Open and communicative. Connects engineering, production, quality, finance, and leadership inside the company, and builds rapport with external customers.
• Adaptability: Comfortable in a small company where roles stretch and priorities change.

Work Environment and Physical Demands

This is an on-site office role with regular walks through the production floor. The job involves extended computer work and occasionally lifting up to 25 lbs. Reasonable accommodations are available for qualified individuals with disabilities.

  Compensation and Benefits

The pay range for this position is $75,000 – $95,000 per year, based on experience and qualifications. Benefits include medical, dental, and vision insurance; a 401(k) with company match; paid time off and paid holidays; California paid sick leave; and eligibility for bonus or profit sharing.

Export Control Statement

This position requires access to technical data subject to the International Traffic in Arms Regulations (ITAR). Applicants must be U.S. persons as defined in 22 CFR §120.62.

Equal Opportunity Statement

QuinStar Technology, Inc. is an equal opportunity employer.

Employment is contingent upon successfully passing a pre-employment physical, drug screen, background check, and proof of eligibility to work in the U.S.

Employee Signature: ______________________________ Date: _________________