Administrative Assistant

Job Overview Matthews Brothers Dredging, LLC (MBD) is a Gulf Coast dredging contractor and service provider built on customer service, repeat service contracts, clean and well-maintained equipment, and top-tier field operators with deep dredging experience. We are seeking a highly organized Administrative Assistant to support our Business Development Manager with the day-to-day work that wins and keeps our contracts: building estimates, writing proposals, assembling bid packages, and keeping project documents in order. This is a hands-on office role for someone who likes numbers, writes clearly, and takes pride in getting every detail right before a document goes out the door. Dredging-specific estimating experience is not required. We will train the right candidate on how MBD prices and presents its work. Candidates with backgrounds in document control, technical writing, construction administration, or proposal coordination are strongly encouraged to apply. Position Summary Reporting directly to the Business Development Manager, this position is the working hands behind MBD’s estimating and proposal effort. Under the Manager’s direction, the Administrative Assistant prepares estimates using company templates and pricing, drafts and formats proposals, assembles and submits complete bid packages, and maintains an organized, version-controlled library of bids, contracts, and supporting documents. The role also provides general administrative support to Business Development and coordinates with Operations, field crews, vendors, and clients to gather information and keep pursuits on schedule. The right person can juggle several bids with overlapping deadlines without letting quality slip. Reports To - Business Development Manager Primary Responsibilities: Estimating Support Prepare project estimates in MBD’s estimating spreadsheets based on scope, quantities, and pricing direction from the Business Development Manager Calculate dredge quantities, production durations, mobilization/demobilization, crew, equipment, and fuel costs using company rates and templates Review bid documents, drawings, specifications, and hydrographic survey data to pull out quantities, scope requirements, and key dates Request, track, and compare quotes from vendors and subcontractors (survey, disposal, towing, trucking, fuel, materials) and apply MBD’s standard markup to third-party costs Build and maintain unit-rate, equipment-rate, and vendor-pricing databases Prepare estimate summaries and back-up for Manager review; make revisions as directed Proposal Writing Draft complete proposals from MBD templates, including cover letters, scope of work narratives, pricing schedules, schedules, qualifications, and exclusions/clarifications Insert and maintain MBD’s standard proposal language, including dredged volume calculation definitions (net and gross volume, pre- and post-dredge surveys) and standard Terms & Conditions Edit, proofread, and format all outgoing documents for accuracy, consistency, and a professional, branded appearance Maintain a library of proposal templates, boilerplate, project experience write-ups, resumes, and equipment sheets Assign and track proposal numbers and revisions; keep a master proposal log Bid Packages & Submittals Monitor bid opportunities from clients, port authorities, public agencies, and online bid portals (including SAM.gov and state/local procurement sites) Maintain the bid calendar, including pre-bid meetings, site visits, question deadlines, addenda, and due dates Download, organize, and review solicitation documents; track addenda and submit RFIs as directed Assemble complete, compliant bid packages: bid forms, pricing, bid bonds, insurance certificates, licenses, safety records (EMR, OSHA logs), W-9s, and required affidavits Coordinate signatures, notarization, and on-time delivery of electronic and hard-copy submissions Record bid results and maintain bid tabulations for future pricin…

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