Administrative & Proposal Coordinator

Are you passionate about contributing to people-oriented projects that make positive impacts on the community? Are you eager to be part of an organization renowned for its commitment to unparalleled service excellence? Our client, a multidisciplinary civil engineering firm, is seeking an Administrative & Proposal Coordinator to join their Fairfax or Woodbridge, Virginia office and contribute to the continued growth of their firm.

Our client is looking for a proactive and detail-focused professional to assist with a variety of operational, administrative, and project-based responsibilities in a fast-paced civil engineering setting. This position is essential in improving communication, coordinating project activities, supporting marketing initiatives, and streamlining internal processes.

Core Responsibilities:

• Support the coordination and preparation of a wide variety of proposals, working directly with Engineering staff
• Assist with day-to-day facility management tasks, including coordinating maintenance requests, troubleshooting office equipment issues, and ensuring both office locations are well-stocked and operational
• Answer phones, greet guests, and manage general firm correspondence in a professional and friendly manner.
• Order office supplies and coordinate with vendors for equipment and service needs.
• Maintain a clean, organized, and welcoming office environment for staff and clients.
• Assist with conducting lot research, pulling maps and public records as needed for projects
• Support marketing efforts, including assisting staff with campaigns and updating the company website.
• Provide onboarding and HR support to assist with new hire processes.
• Collaborate with project managers and teams to ensure timely task execution.

Preferred Qualifications:

• Excellent written and verbal communication skills; able to clearly convey information to internal teams, clients, and external agencies.
• Strong attention to detail with the ability to review and edit documents for accuracy and consistency.
• Prior experience in an AEC firm is a plus!
• Experience with Smartsheet and Deltek is a plus.
• Strong interpersonal skills; able to collaborate effectively across departments.
• Must have Driver's License and access to a vehicle for occasional work-related travel

Equal Opportunity Employer

Our client is an Equal Employment Opportunity (EEO) employer. It is the policy of the Company to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, national origin, age, gender identity, protected veteran or disabled status.