{"schemaVersion":"jobsearcher.job.v1","id":"d3c1cb0a9f80ea2e24861e69","url":"https://jobsearcher.com/jobs/d3c1cb0a9f80ea2e24861e69","canonicalUrl":"https://jobsearcher.com/jobs/d3c1cb0a9f80ea2e24861e69","title":"Program & Proposal Administrator","description":"Description:\n\nPosition Summary\n\nThe Program & Proposal Administrator supports the Program and Proposal Management team and serves as a key point of contact for customers. You will keep programs, proposal and documents organized, edit and catalog company materials, communicate with customers by email, capture meeting summaries and action items, and follow up until work is closed. You will also support proposal efforts.\n\nExpect roughly 67% program administration support, including customer communication, editing, and cataloging, and 33% proposal support.\n\nThis role suits a pleasant, outgoing communicator who enjoys bridging different teams within the company and building strong relationships with external customers, and who brings skilled writing, word processing, editing, organization, and reliable follow-through to a regulated manufacturing environment. This is a full-time on-site position.\n\nKey Responsibilities\n\nProgram administration support\n\nSchedules and tracking: Maintain program schedules, milestone trackers, and action-item logs for customer and internal projects. Flag slips to Program Managers early.\nMeetings: Schedule program reviews, kickoffs, and customer calls, and prepare agendas.\nDocumentation control: Organize contracts, statements of work, purchase orders, drawings, and revisions. Keep files current per document control procedures.\nBudget tracking: Record project costs, labor hours, and expenses. Prepare reports for program and finance leads.\nAudit readiness: Support internal, customer, and registrar audits by gathering records and tracking corrective actions to closure.\nGeneral administration: Handle visitor coordination, travel arrangements, office supplies, and other administrative tasks as needed.\n\nCustomer interface and communication\n\nEmail communication: Manage day-to-day customer email correspondence with clear, professional, and timely responses.\nMeeting summaries: Take notes during customer and program meetings, then send concise summaries listing decisions, action items, owners, and due dates.\nFollow-up: Track open action items and customer requests, and follow up with customers and internal teams until each one is closed.\nCustomer contact: Serve as a first point of contact for customer inquiries, and route technical questions to the right engineer or Program Manager.\nOrder status: Provide order and delivery status updates in coordination with production and shipping.\nCustomer records: Keep customer contact information and correspondence records current and organized.\n\nEditing, organizing, and cataloging\n\nDocument editing: Edit proposals, technical reports, datasheets, customer letters, and marketing materials for clarity, accuracy, grammar, and consistency.\nFinal review: Proofread documents before release, check version control, and confirm required proprietary markings are in place.\nStandards and templates: Apply company style, templates, and branding across documents, and keep templates up to date.\nCataloging: Catalog and index program documents, reports, and reference materials using consistent naming and filing so anyone can find them quickly.\nContent library: Maintain a library of reusable proposal content, past performance write-ups, resumes, and company boilerplate.\n\nProposal support\n\nProposal drafting: Help draft standard proposal sections, such as company overview and past performance, using approved library content.\nProposal coordination: Track proposal schedules and gather inputs from engineering, pricing, and contracts to help meet deadlines.\nProposal assembly: Format and assemble final proposal packages to match customer instructions, page limits, and required forms.\nRequirements:\n\nQualifications\n\nRequired\n\nBachelor's degree in English, Communications, Business Administration, or a related field, or equivalent combination of education and experience.\n2+ years of experience in administrative support, program coordination, or customer service.\nExcellent writing, editing, word- and image-processing, and proofreading skills, with a sharp eye for clarity, consistency, and detail. An editing exercise may be given.\nAbility to build and maintain compliance matrices that trace every solicitation requirement to a proposal response.\nAbility to manage several concurrent proposals against hard deadlines, track action items, and keep contributors on schedule.\nComfort working directly with engineers to gather technical input, with willingness to learn RF/microwave terminology.\nStrong organizing and cataloging skills, including building and maintaining file structures, indexes, and document libraries.\nProven ability to communicate with customers by email, write clear meeting summaries and action items, and follow up to closure.\nExcellent verbal and written communication skills, with an open, pleasant, and outgoing personality.\nAdvanced proficiency in Microsoft Word, plus Excel, PowerPoint, Outlook, and Teams.\nMust be a U.S. person (U.S. citizen, lawful permanent resident, or protected individual) as defined by ITAR.\n\nPreferred\n\nStrong problem-solving and research skills using AI tools such as Microsoft Copilot, ChatGPT, or Claude.\nExperience in aerospace, defense, electronics, or another regulated manufacturing setting.\nExperience with document management or records cataloging systems.\nSome exposure to proposal support.\nFamiliarity with CMMC and NIST SP 800-171 requirements as they appear in solicitations and supplier questionnaires.\nExperience preparing commercial quotes and reviewing customer purchase order terms, NDAs, and supplier quality clauses for space and defense primes.\nGraphics skills (Visio, Illustrator, or similar) for proposal figures, program schedules, and organizational charts; Microsoft Project or equivalent for integrated master schedules.\nProficiency in Microsoft Project and concept of Gantt Chart.\nAwareness of teaming agreements, small business subcontracting plans, and work-share arrangements when QuinStar is prime or sub.\nFamiliarity with AS9100 or ISO 9001 quality systems.\nExperience with Microsoft Dynamics or a similar ERP system.\n\nSkills and Competencies\n\nInterpersonal style: Pleasant, outgoing, and approachable, with strong verbal and written skills.\nEditing, word- and image-processing: Turns rough drafts into clear, consistent, error-free documents.\nOrganizing and cataloging: Builds simple, logical systems for documents and information, and keeps them current.\nCustomer communication: Writes professional emails, meeting summaries, and follow-ups that keep customers informed and work moving.\nFollow-through: Tracks every open item and closes the loop without being reminded.\nDiscretion: Handles proprietary and export-controlled information with strict confidentiality.\nBridging and relationships: Open and communicative. Connects engineering, production, quality, finance, and leadership inside the company, and builds rapport with external customers.\nAdaptability: Comfortable in a small company where roles stretch and priorities change.\n\nWork Environment and Physical Demands\n\nThis is an on-site office role with regular walks through the production floor. The job involves extended computer work and occasionally lifting up to 25 lbs. Reasonable accommodations are available for qualified individuals with disabilities.\n\n Compensation and Benefits\n\nThe pay range for this position is $75,000 – $95,000 per year, based on experience and qualifications. Benefits include medical, dental, and vision insurance; a 401(k) with company match; paid time off and paid holidays; California paid sick leave; and eligibility for bonus or profit sharing.\n\nExport Control Statement\n\nThis position requires access to technical data subject to the International Traffic in Arms Regulations (ITAR). Applicants must be U.S. persons as defined in 22 CFR §120.62.\n\nEqual Opportunity Statement\n\nQuinStar Technology, Inc. is an equal opportunity employer.\n\nEmployment is contingent upon successfully passing a pre-employment physical, drug screen, background check, and proof of eligibility to work in the U.S.\n\nEmployee Signature: ______________________________ Date: _________________","company":"Quinstar Technology","rawCompany":"quinstar technology","city":"Industry","state":"CA","isRemote":false,"isActive":false,"createdAt":"2026-10-15T07:39:13.291Z","occupations":[{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"},{"code":"13-1082.00","title":"Project Management Specialists","slug":"project-management-specialists"}],"industries":[{"code":"561499","title":"All Other Business Support Services","slug":"all-other-business-support-services"},{"code":"561110","title":"Office Administrative Services","slug":"office-administrative-services"},{"code":"561990","title":"All Other Support Services","slug":"all-other-support-services"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Program & Proposal Administrator","description":"Description:\n\nPosition Summary\n\nThe Program & Proposal Administrator supports the Program and Proposal Management team and serves as a key point of contact for customers. You will keep programs, proposal and documents organized, edit and catalog company materials, communicate with customers by email, capture meeting summaries and action items, and follow up until work is closed. You will also support proposal efforts.\n\nExpect roughly 67% program administration support, including customer communication, editing, and cataloging, and 33% proposal support.\n\nThis role suits a pleasant, outgoing communicator who enjoys bridging different teams within the company and building strong relationships with external customers, and who brings skilled writing, word processing, editing, organization, and reliable follow-through to a regulated manufacturing environment. This is a full-time on-site position.\n\nKey Responsibilities\n\nProgram administration support\n\nSchedules and tracking: Maintain program schedules, milestone trackers, and action-item logs for customer and internal projects. Flag slips to Program Managers early.\nMeetings: Schedule program reviews, kickoffs, and customer calls, and prepare agendas.\nDocumentation control: Organize contracts, statements of work, purchase orders, drawings, and revisions. Keep files current per document control procedures.\nBudget tracking: Record project costs, labor hours, and expenses. Prepare reports for program and finance leads.\nAudit readiness: Support internal, customer, and registrar audits by gathering records and tracking corrective actions to closure.\nGeneral administration: Handle visitor coordination, travel arrangements, office supplies, and other administrative tasks as needed.\n\nCustomer interface and communication\n\nEmail communication: Manage day-to-day customer email correspondence with clear, professional, and timely responses.\nMeeting summaries: Take notes during customer and program meetings, then send concise summaries listing decisions, action items, owners, and due dates.\nFollow-up: Track open action items and customer requests, and follow up with customers and internal teams until each one is closed.\nCustomer contact: Serve as a first point of contact for customer inquiries, and route technical questions to the right engineer or Program Manager.\nOrder status: Provide order and delivery status updates in coordination with production and shipping.\nCustomer records: Keep customer contact information and correspondence records current and organized.\n\nEditing, organizing, and cataloging\n\nDocument editing: Edit proposals, technical reports, datasheets, customer letters, and marketing materials for clarity, accuracy, grammar, and consistency.\nFinal review: Proofread documents before release, check version control, and confirm required proprietary markings are in place.\nStandards and templates: Apply company style, templates, and branding across documents, and keep templates up to date.\nCataloging: Catalog and index program documents, reports, and reference materials using consistent naming and filing so anyone can find them quickly.\nContent library: Maintain a library of reusable proposal content, past performance write-ups, resumes, and company boilerplate.\n\nProposal support\n\nProposal drafting: Help draft standard proposal sections, such as company overview and past performance, using approved library content.\nProposal coordination: Track proposal schedules and gather inputs from engineering, pricing, and contracts to help meet deadlines.\nProposal assembly: Format and assemble final proposal packages to match customer instructions, page limits, and required forms.\nRequirements:\n\nQualifications\n\nRequired\n\nBachelor's degree in English, Communications, Business Administration, or a related field, or equivalent combination of education and experience.\n2+ years of experience in administrative support, program coordination, or customer service.\nExcellent writing, editing, word- and image-processing, and proofreading skills, with a sharp eye for clarity, consistency, and detail. An editing exercise may be given.\nAbility to build and maintain compliance matrices that trace every solicitation requirement to a proposal response.\nAbility to manage several concurrent proposals against hard deadlines, track action items, and keep contributors on schedule.\nComfort working directly with engineers to gather technical input, with willingness to learn RF/microwave terminology.\nStrong organizing and cataloging skills, including building and maintaining file structures, indexes, and document libraries.\nProven ability to communicate with customers by email, write clear meeting summaries and action items, and follow up to closure.\nExcellent verbal and written communication skills, with an open, pleasant, and outgoing personality.\nAdvanced proficiency in Microsoft Word, plus Excel, PowerPoint, Outlook, and Teams.\nMust be a U.S. person (U.S. citizen, lawful permanent resident, or protected individual) as defined by ITAR.\n\nPreferred\n\nStrong problem-solving and research skills using AI tools such as Microsoft Copilot, ChatGPT, or Claude.\nExperience in aerospace, defense, electronics, or another regulated manufacturing setting.\nExperience with document management or records cataloging systems.\nSome exposure to proposal support.\nFamiliarity with CMMC and NIST SP 800-171 requirements as they appear in solicitations and supplier questionnaires.\nExperience preparing commercial quotes and reviewing customer purchase order terms, NDAs, and supplier quality clauses for space and defense primes.\nGraphics skills (Visio, Illustrator, or similar) for proposal figures, program schedules, and organizational charts; Microsoft Project or equivalent for integrated master schedules.\nProficiency in Microsoft Project and concept of Gantt Chart.\nAwareness of teaming agreements, small business subcontracting plans, and work-share arrangements when QuinStar is prime or sub.\nFamiliarity with AS9100 or ISO 9001 quality systems.\nExperience with Microsoft Dynamics or a similar ERP system.\n\nSkills and Competencies\n\nInterpersonal style: Pleasant, outgoing, and approachable, with strong verbal and written skills.\nEditing, word- and image-processing: Turns rough drafts into clear, consistent, error-free documents.\nOrganizing and cataloging: Builds simple, logical systems for documents and information, and keeps them current.\nCustomer communication: Writes professional emails, meeting summaries, and follow-ups that keep customers informed and work moving.\nFollow-through: Tracks every open item and closes the loop without being reminded.\nDiscretion: Handles proprietary and export-controlled information with strict confidentiality.\nBridging and relationships: Open and communicative. Connects engineering, production, quality, finance, and leadership inside the company, and builds rapport with external customers.\nAdaptability: Comfortable in a small company where roles stretch and priorities change.\n\nWork Environment and Physical Demands\n\nThis is an on-site office role with regular walks through the production floor. The job involves extended computer work and occasionally lifting up to 25 lbs. Reasonable accommodations are available for qualified individuals with disabilities.\n\n Compensation and Benefits\n\nThe pay range for this position is $75,000 – $95,000 per year, based on experience and qualifications. Benefits include medical, dental, and vision insurance; a 401(k) with company match; paid time off and paid holidays; California paid sick leave; and eligibility for bonus or profit sharing.\n\nExport Control Statement\n\nThis position requires access to technical data subject to the International Traffic in Arms Regulations (ITAR). Applicants must be U.S. persons as defined in 22 CFR §120.62.\n\nEqual Opportunity Statement\n\nQuinStar Technology, Inc. is an equal opportunity employer.\n\nEmployment is contingent upon successfully passing a pre-employment physical, drug screen, background check, and proof of eligibility to work in the U.S.\n\nEmployee Signature: ______________________________ Date: _________________","datePosted":"2026-10-15T07:39:13.291Z","dateModified":"2026-10-15T07:39:13.291Z","hiringOrganization":{"@type":"Organization","name":"Quinstar Technology","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Industry","addressRegion":"CA","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"d3c1cb0a9f80ea2e24861e69"},"url":"https://jobsearcher.com/jobs/d3c1cb0a9f80ea2e24861e69"}}