Administrative Assistant / Proposal Coordinator

Overview

M&J Engineering, D.P.C. is a quality provider of multi-discipline consulting services with over 300 employees. Since its inception in 2004, M&J has grown into diversified provider of engineering, construction management, construction inspection, technology, and environmental services to a broad range of clients, including federal, state and city/local agencies, private owners, architects, engineers and contractors.

M&J is a leader in construction management and inspection, ITS, mechanical, electrical, wastewater, water supply, tunnel airport, port, marine/coastal, environmental engineering, and design-build services for both new infrastructure projects and renovations.

M&J bases its employment and personnel decisions on the principles of Equal Employment Opportunity, with the intent to further the Company’s Affirmative Action commitment. M&J does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, pregnancy, gender identity or expression, age, disability, genetic information, marital status, citizenship status, employment status, veteran or military status, or any other category protected by law. Our Company vigorously pursues opportunities to recruit and develop job candidates who have the desire and potential for becoming qualified employees through our Affirmative Action Plan.

At M&J, proposals are not just submissions. They are strategic stories that reflect who we are, how we think, and how we deliver value to our clients. We are looking for a Proposal Coordinator who is detail-driven, organized, and excited to take ownership of pursuits from start to finish.

This role is ideal for someone who enjoys balancing strategy with execution, collaborating with technical teams, and managing multiple moving parts while maintaining a high standard of quality. You will be trusted to work independently, contribute ideas, and help shape how M&J presents itself across the New England region.

If you are a creative thinker who likes structure, enjoys working across teams, and wants to grow within a strong marketing and business development culture, we would love to talk.

Apply through this job posting or email your resume to: [email protected]

Responsibilities

What You’ll Do

You will lead and support proposal efforts from early planning through submission and close-out, including:

· Planning, organizing, coordinating, and executing proposal efforts across the New England region

· Identifying leads, tracking pursuits, and supporting look-ahead planning

· Independently performing research, writing, editing, coordination, and production with little supervision

· Leading communications and content collection with internal teams and subconsultants

· Managing proposal schedules, compliance, execution, and on-time delivery

· Writing and editing non-technical proposal sections, resumes, and project descriptions in collaboration with technical staff

· Overseeing QA/QC processes to ensure accuracy, consistency, and compliance

· Reviewing RFPs and RFQs to confirm all submission criteria are met

· Preparing SF330 forms and public-agency-specific documentation

· Coordinating graphics and visual elements as needed

· Supporting shortlist interviews by coordinating presentation materials and development

· Maintaining and updating proposal trackers, templates, resumes, and project sheets

· Managing and updating firmwide marketing databases and proposal resources

· Supporting other marketing and business development initiatives as needed

Qualifications

· Bachelor’s degree in Marketing, Communications, Journalism, or a related field (Equivalent directly related experience may be considered in lieu of a degree)

· 1–2+ years of proposal coordination, marketing, or administration experience in the AEC industry

· Strong understanding of AEC terminology and proposal processes

· Experience managing multiple concurrent deadlines with minimal supervision

Technical Skills

· Proficiency in Microsoft Office 365, SharePoint, and Adobe Creative Cloud

· Advanced skills in Microsoft Word, PowerPoint, and Adobe InDesign, including styles, templates, and formatting

· Graphic design experience is strongly preferred

· Comfortable leveraging Microsoft Copilot and other AI tools for research, analysis, and content refinement

Professional Strengths

· Exceptional written and verbal communication skills

· Highly organized, detail-oriented, and deadline-driven

· Able to think strategically while executing tactically

· Comfortable facilitating strategy discussions with technical leads

· Proactive, self-motivated, and adaptable in a fast-paced environment

Benefits

M&J is a leader in providing quality engineering consulting services to a diverse and exciting client base.  We attract experienced professionals who understand proactive client service, safety, risk management and loss prevention practices, quality control, teamwork, and the development of younger staff.  We seek employees who enjoy their work, desire continuous improvement, and want to contribute to the vision and growth of a quality, employee-owned, professional firm. To all full-time employees we provide a comprehensive package of benefits, including medical, dental and eye insurance, 401(k) retirement plan, life insurance, etc. Salary will depend on experience and credentials.