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About the Role
This position will coordinate proposals, track opportunities, maintain marketing materials, and support client development activities for the Aquatics Practice in our Suffern office. We are seeking an organized, proactive professional who can manage multiple priorities and help keep business development efforts moving forward.
Responsibilities
- Maintain and update the Aquatics Practice opportunity pipeline, target-client lists, and business development tracking tools.
- Track upcoming projects, capital programs, procurement opportunities, funding initiatives, proposal deadlines, awards, and win/loss information.
- Research prospective clients, projects, and market opportunities and prepare concise background information for pursuit planning.
- Coordinate pursuit review meetings, agendas, notes, and follow-up actions.
- Prepare direct-source letter proposals, supplemental service proposals, fee letters, qualifications packages, and related correspondence.
- Coordinate scope, schedule, fee, project experience, resumes, references, and other information provided by technical staff.
- Format, proofread, assemble, and finalize proposal documents while maintaining internal schedules and submission requirements.
- Support contract preparation, execution, and organization of proposal and contract files.
- Maintain project sheets, resumes, qualifications packages, standard templates, project databases, and other marketing collateral.
- Assist with website content, social media updates, newsletters, case studies, project success stories, and client communications.
- Coordinate conference abstracts, award submissions, industry events, project photography, graphics, and presentation materials.
- Maintain CRM records, client contacts, and records of business development activities and follow-up commitments.
- Schedule client meetings and business development activities and prepare briefing materials for client visits, interviews, presentations, and public meetings.
- Support budget tracking for conferences, memberships, and marketing activities.
- Assist practice leadership with special projects and strategic initiatives.
Requirements
- Previous administrative support experience preferred.
- Associate’s or bachelor’s degree in marketing, business, communications, administration, or a related field.
- 3 to 7 years of experience in marketing coordination, proposal coordination, business development support, or administrative operations.
- Strong written and verbal communication skills with close attention to grammar, formatting, and document quality.
- Excellent organizational and time-management skills, with the ability to manage multiple concurrent deadlines and changing priorities.
- Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
- Ability to work independently, take initiative, set priorities, and follow assignments through to completion.
- Ability to collaborate effectively with practice leaders, project managers, technical staff, and corporate support teams.
- Experience in the architecture, engineering, and construction industry is preferred.
- Experience supporting proposal development, procurement processes, or contract administration is preferred.
- Familiarity with CRM platforms and business development tracking systems is preferred.
- Experience with Adobe InDesign, Canva, or similar marketing software is a plus.
- Experience coordinating conferences, presentations, award submissions, or industry events is a plus.
Skills
- Microsoft Office
- Word
- Excel
- PowerPoint
- Outlook
- Adobe InDesign
- Canva
- CRM platforms
- Business development tracking systems
Location
- Suffern
Work Type
- Full-time
Experience Level
- 3 to 7 years
Education Level
- Associate's degree
- Bachelor's degree
Salary/Compensations
- $37.50-$40.87 an hour
Benefits
- Meaningful work
- Ownership mindset
- Growth opportunities
- Flexible workplace
- Strong culture
About the Company
- At Weston & Sampson, you’ll work alongside more than 1,000 employee-owners who are passionate about improving our communities.
- From providing clean water to designing resilient infrastructure and sustainable environments, our work has a direct impact on quality of life.
- We’re looking for curious, driven professionals who want to contribute to innovative, impactful projects and grow with a team that supports them.
- We are a 100% employee-owned, interdisciplinary firm offering design, engineering, and environmental services.
- Since our founding in 1899, we have worked to build a collaborative, forward-thinking environment grounded in respect for each other’s ideas.
Equal Opportunity
- We believe diverse perspectives make us stronger.
- Weston & Sampson is committed to fostering a culture of belonging where all employees feel valued, respected, and empowered.
- We actively support IDEA principles across our organization and in our daily work.