Proposal Coordinator / Office Administrator

Proposal Coordinator / Office Administrator About Acumen Building Enterprise Acumen Building Enterprise, Inc. is a small engineering and construction management firm in Oakland, California, certified as a DBE, SBE and SLBE. The firm is owned and led by a U.S. Navy veteran. We serve public agency clients across the Bay Area. We are a close team, and everyone wears more than one hat. We value diversity, and above all we value high-quality work, honesty and follow-through. Position Summary We are hiring a Proposal Coordinator who will also handle office administration and document control. Proposals come in waves, not every day, so the role combines all three. Schedule: Part-time to start, with a planned path to full-time as the workload and the role grow. Workdays run 8:00 a.m. to 5:00 p.m. Classification: Non-exempt (hourly, overtime eligible) Location: Fully in person at our Oakland, CA office. This role does not include remote or hybrid work. Reports to: Vice President / Program Manager This is a good fit for someone who wants to learn public-sector proposal work from the inside and grow with a small firm. Key Responsibilities Proposals and marketing (primary) Watch public agency bid portals and procurement notices for upcoming RFQs and RFPs. Build proposal schedules and compliance checklists, and keep the team on deadline. Draft, edit and format proposals, Statements of Qualifications and SF 330 forms. Maintain and tailor staff resumes, project descriptions, past-performance records and photos. Gather required forms, certifications, insurance certificates and DBE/SBE documentation. Coordinate input from subconsultants and teaming partners. Produce and deliver final submittals, both electronic and hard copy, on time. Update the firm's website, LinkedIn and marketing materials as needed. Office administration Answer phones and the general inbox, and route calls and messages promptly. Manage calendars, meetings, office supplies, mail and vendors. Track business licenses, certification renewals (DBE, SBE, SLBE) and insurance expirations. Support onboarding paperwork and general office needs. Document control Maintain project files, transmittals, and submittal and RFI logs. Keep file naming, version control and folder structure consistent. Archive records according to client contract and company retention requirements. Qualifications Required Bachelor's degree in Marketing, Communications, English, Journalism or a related field, or equivalent professional experience. 2+ years of experience in a professional office, such as proposal or marketing support, office administration, executive support or document control. Strong writing, editing and proofreading skills, with close attention to detail. Sound judgment, discretion with confidential information, and the ability to work independently. Proficiency in Microsoft 365 (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat. Punctual and available to work in person at our Oakland office, 8:00 a.m. to 5:00 p.m. Preferred Experience with proposals for public agencies, or in an engineering, architecture, construction or professional services firm. Experience supporting several managers or project teams. Experience with Adobe InDesign for proposal layout; Canva or similar tools for graphics. Knowledge of DBE/SBE programs and public procurement processes. Document control or records management experience. We will train the right person on proposal work in our industry. Attitude and reliability matter as much as experience. Who We're Looking For This position requires a collaborative, service-oriented mindset and the ability to support several team members in a professional environment. Skills can be taught; character can't. We are looking for someone who: Brings positive energy. You are warm and upbeat, and people enjoy working with you. Is highly responsive. You answer emails, calls and requests promptly, and you close the loop. Is punctual. You arrive on time and ready to work at 8:00 a.…

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