Operations Proposal Coordinator

Benefits:401(k) matchingDental insuranceHealth insurancePaid time offVision insuranceWe are seeking a highly organized, dependable, and communicative Operations & Proposal Coordinator to serve as the central hub of our office to deal with traffic control group. This role keeps our workflow running smoothly—coordinating with clients, supporting field operations, preparing proposals, and ensuring that jobs are set up accurately and on time.The ideal candidate is detail‐oriented, comfortable managing multiple priorities, and able to learn the basics of the traffic‐control business quickly. Prior experience in construction, utilities, or similar operations is required. Talent, organization, and strong follow‐through matter most.Key ResponsibilitiesClient Communication & CoordinationServe as the primary point of contact for clients, contractors, and government agenciesRespond to calls and emails promptly and professionallyGather job requirements and clarify expectationsSend proposals and track bid statusMaintain a reliable, positive company presenceProposal & RFP SupportReview bid documents and extract key requirementsCoordinate with field leadership to determine crew needs, equipment, and logisticsPrepare proposals, pricing sheets, and submission packagesTrack all proposals and deadlines in an organized systemScheduling & Job SetupCreate job folders and maintain accurate documentationRequest and issue Certificates of Insurance (COIs)Schedule crews based on awarded workConfirm job details with clients and field staffPrepare daily job sheets and distribute to supervisors and crewsOffice & Operations AdministrationMaintain calendars, schedules, and job logsTrack employee certifications and compliance documentsOrder supplies, signs, and equipment as neededKeep digital and physical files organized and accessibleSupport billing by collecting timesheets and verifying job hoursBilling & DocumentationCollect daily field reports and timesheetsMatch hours to jobs and verify accuracyPrepare invoices and send to clientsTrack payments and follow up on outstanding invoicesRequired Skills & CompetenciesStrong written and verbal communicationMust have basic working knowledge of Excel, Word and emailsHighly organized with excellent attention to detailAbility to manage multiple tasks and deadlinesComfortable coordinating with field staff and strong personalitiesProficient with email, spreadsheets, and basic office softwareQuick learner with the ability to understand industry terminologyProfessional, reliable, and consistentStrong follow‐through and accountabilityPreferred ExperienceConsulting, construction, utilities or other service‐industry office administration is requiredTraffic control, utilities, or roadway workProposal writing or RFP response experienceScheduling or dispatchingWorking with COIs or compliance documentsHow to ApplyPlease email your resume to ktabrizi@aidpe.com.Advanced Infrastructure Design Inc. is an Equal Opportunity Employer committed to maintaining a professional, inclusive, and safety-focused work environment.