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Proposal/Billing Coordinator

KWC Engineers
Irvine, CA Full Time
POSTED ON 2/17/2025
AVAILABLE BEFORE 5/14/2025

A Proposal / Billing Coordinator position in Irvine, CA is available at KWC Engineers . The Proposal / Billing Coordinator is responsible for managing the proposal development process, coordinating billing activities, and ensuring the accurate and timely preparation of invoices. This role requires excellent organizational skills, attention to detail, and the ability to collaborate with multiple teams, including project managers and finance. You must have a high school degree and a minimum of five years of experience with proposal writing. This is a full-time position, with a compensation range of $35.00 - $38.00 per hour, depending on experience. KWC Engineers is a civil engineering firm providing consulting, planning, surveying, and other engineering construction services to clients in the private and public sectors throughout Southern California. Through a strategic approach, valued relationships, and resolute team members, KWC Engineers is committed to providing innovative solutions with a consistent level of quality.

Key Responsibilities :

Proposal & Business Development

  • Prepare and coordinate proposals, qualifications, and RFP / RFQ responses.
  • Work with project managers to develop compliant proposal content.
  • Maintain proposal templates, resumes, project descriptions, and certifications.
  • Assist with marketing materials, presentations, and business development.

Billing & Accounting

  • Process vendor invoices and communicate with vendors on payments.
  • Monitor and process sales and use tax payments.
  • Reconcile vendor statements and resolve discrepancies.
  • Prepare and process monthly invoices, ensuring accuracy.
  • Review and finalize invoices with project managers.
  • Track accounts receivable and billing milestones.
  • Assist with budgets, change orders, and contract administration.
  • Support CFO with reports and presentations.

    • Office & Operations Support

  • Support daily operations and office administration.
  • Manage office supplies, mail, and office-related purchases.
  • Maintain a clean, organized, and professional environment.
  • Conduct pickups, deliveries, and ensure confidentiality.
  • Perform additional tasks and special projects as needed.

    • Qualifications :

  • Bachelor's degree in Business Administration, Accounting, Marketing, or a related field (preferred but not required).
  • 5 years of experience in administrative support, accounting, billing, or proposal coordination.
  • Experience in the AEC (Architecture, Engineering, and Construction) industry is a plus.
  • Familiarity with RFP / RFQ preparation, marketing materials, and business development support.
  • Experience with accounts payable / receivable, invoicing, vendor communication, and financial record-keeping.
  • Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
  • Accounting software (QuickBooks, Deltek, or similar).
  • Proposal or CRM software (Adobe InDesign) is a plus.
  • Strong attention to detail and accuracy.
  • Ability to manage multiple deadlines and prioritize tasks.
  • Excellent written and verbal communication skills.
  • Ability to handle sensitive financial and business information with discretion.

    • KWC Engineers offers a robust total reward package, including 100% employer paid health coverage for employees, vision, dental, a 401(k) plan, paid holidays, and competitive PTO.

    KWC is an Equal Opportunity Employer; employment with KWC is governed based on merit, competence and qualifications and will not be influenced in any manner by race, color, religion, gender, national origin / ethnicity, veteran status, disability status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.

    Salary : $35 - $38

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