Proposal Administrator

Position Overview

We are seeking a detail-oriented and highly organized Proposal Administrator to join our dynamic team. The successful candidate will be responsible for managing and coordinating the preparation, submission, and execution of contracts and proposals for VCA Consultants. This role requires a deep understanding of contract administration, strong written communication skills, and the ability to work collaboratively with various internal departments.

Key Responsibilities

• Prepare and manage the preparation of proposals, ensuring they meet client requirements and internal quality standards.
• Collaborate with technical team to gather and incorporate necessary information into proposals.
• Review proposal guidelines and ensure all documents are accurate, clear, and submitted on time.
• Coordinate with internal stakeholders to ensure alignment and consistency in proposal content.
• Assist in the preparation, review, and execution of contracts, ensuring compliance with company policies, legal requirements, and client specifications.
• Track contract milestones and deadlines to ensure adherence to timelines.
• Maintain an organized database of all contracts and related documentation.
• Coordinate with Principals, Project Managers, and Business Development team to prepare, edit, and finalize all forms of client proposals, contracts & subconsultant agreements.
• Create and update contract templates.
• File management utilizing MS File Explorer, Ajera a Deltek (ERP).
• Input of contract terms into ERP software, including coordination with Accounting staff on setup of billing terms, contract fees, additional services (ASA), and budgets.
• Setup new projects, phases & ASA’s in ERP software.
• Client & Vendor setups, including individual contacts, W-9 requests, and Certificates of Insurance.
• Project close-outs.

Qualifications

• Bachelor’s degree in business administration, English, Legal Studies, or a related field (or equivalent work experience).
• 3 years of experience in contract administration, proposal development, preferably within a multi-division company.
• Detail-oriented with a focus on accuracy and compliance.
• Excellent written and verbal communication skills, organizational skills, negotiating skills and the ability to manage and prioritize tasks using available resources effectively and efficiently.
• Advanced proficiency in Microsoft Office, especially Word, Excel, and Outlook.
• Experience with Deltek Ajera, and Bluebeam is a plus.
• Adaptability and willingness to work outside of defined role parameters as business needs evolve.
• Positive, can-do attitude, quick learner.
• A true team player excited to contribute to a great company culture!

This position requires 100% onsite presence at our office located in Orange, CA