Proposal Administrator

Overview

Saiia Construction Company LLC is hiring for a Proposal Adminstrator to be based onsite at Saiia's Corporate Headquarters in Birmingham, AL!

POSITION SUMMARY:

The Proposal Administrator provides administrative and coordination support to the Preconstruction and Projects teams, with a primary focus on project pursuits, bids, proposals, and prequalification requirements. This position assists with the preparation and submission of RFQs, RFPs, bids, and other client documents while maintaining accurate records, coordinating deadlines, and providing general administrative support to ensure the team operates efficiently.

The Proposal Administrator works closely with the Proposal Specialist, Estimators, Project Managers, Business Development, Operations, and other internal and external partners.

Company Overview

Founded by Sam Saiia as Birmingham Excavating Co. in 1946, the company now known as Saiia Construction is an industrial heavy civil contractor of choice for the power generation, mineral and aggregate mining, and pulp and paper markets. With more than 630 pieces of construction machinery in our fleet, over 500 employees, and experience working in 11 states, we have the resources and knowledge to complete projects of any scale.

As a Mas Tec Company, we are poised for continued growth and an exciting future!

Saiia Construction is part of the Mas Tec Clean Energy & Infrastructure (CE&I) business segment. The CE&I segment generates over $4.5 billion in annual revenue, providing construction services across our renewables, industrial, infrastructure, and general building operating groups. Sustainability and safety are foundational to our culture and influence everything we do.

Mas Tec, a minority-owned Fortune 500 company, has shaped the construction industry for more than 90 years. With over 35,000 employees and 400 offices nationwide, we provide flexibility and career growth in dynamic work environments.

Join one of the largest construction firms in the country (Engineering News-Record [ENR]: #1 in Power, #16 Top 50 Domestic Heavy Contractors, #13 Transportation Contractor).

• Provide administrative support to the Proposal Specialist, Estimators, Project Managers, and Preconstruction team.
• Assist with preparation and submission of bids, RFQs, RFPs, and other project pursuits.
• Review bid and client documents, organize proposal requirements, track action items, and ensure all submission deadlines are met.
• Assist with completing bid forms, gathering required documents, and coordinating proposal information from internal departments.
• Attend estimating meetings and bid kick-off meetings and assist with tracking follow-up items.
• Support company and project prequalification submissions.
• Maintain company compliance and safety information in Avetta, ISNetworld, and other client systems.
• Coordinate with insurance agents to obtain certificates of insurance and other documentation required for bids and client prequalifications.
• Coordinate with the company's surety regarding bid, payment, and performance bonds and assist with ordering bonds as needed.
• Prepare and maintain the monthly company bonding forecast.
• Maintain bid and project pursuit information in Salesforce and assist with keeping records accurate and current.
• Maintain current and completed project resumes and other proposal-related information.
• Maintain calendars, deadlines, meetings, and other important dates for the department.
• Collect information and assist with preparation and distribution of daily, weekly, monthly, or other reports as required.
• Prepare internal and external correspondence and communications as needed.
• Maintain proposal files, forms, templates, and other department documentation.
• Coordinate meetings, supplies, documents, and other administrative needs for the department.
• Assist with special projects for Preconstruction, Business Development, and Operations as needed.
• Perform other duties as assigned.

REQUIRED EXPERIENCE, SKILLS, & ABILITIES
:

• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and the ability to learn additional software and systems as needed.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• High attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to read, understand, and organize contracts, bid documents, RFPs, RFQs, procedures, and other business documents.
• Ability to prepare routine reports, correspondence, and professional business documents.
• Ability to effectively communicate with management, employees, clients, subcontractors, vendors, and other business partners.
• Ability to collect and organize information from multiple sources.
• Ability to prioritize work based on urgency and changing business needs.
• Self-motivated with the ability to work independently and collaboratively.
• Ability to follow established policies, processes, and procedures while maintaining confidentiality.

SUPERVISORY RESPONSIBILITIES:

• This…