Proposal Administrator

Job Title: Proposal Administrator

Job Description: The Proposal Administrator will be an integral part of the Business Development team, helping to coordinate the complete proposal lifecycle, acting as a central hub for creating compelling, compliant, and high-quality proposal submissions. They ensure all RFP/RFQ/RFI requirements are addressed, and documents are submitted correctly and on time, supporting company business development efforts.

Job Responsibilities

Proposal management

• Review solicitations (e.g., NASA, DoD, Space Force, ESA, commercial customers) to identify administrative and compliance requirements
• Manage proposal development from receipt of RFP/RFQ/RFI through final submission to ensure compliance with internal and customer reviews and requirements
• Create and maintain proposal schedules, budgets, compliance matrices, and action item trackers
• Coordinate inputs from engineering, technical teams, finance, contracts, supply chain, and leadership
• Maintain proposal libraries, templates, and past performance databases
• Track proposal metrics (win/loss data, cycle time, workload)
• Support continuous improvement of proposal processes and tools

Administration

• Provide administrative support to leadership, including coordination of schedules, communication, event coordination, facility management.
• Support special initiatives including conducting research, compiling data, and seeing projects through completion.

Skills + Experience

Mandatory

• Bachelor’s degree in Engineering, Business, or related field (or equivalent experience)
• 5+ years of experience in proposal administration, contracts, or business development (aerospace/defense preferred)
• Clear communicator across technical and executive stakeholders
• Excellent technical written communication and document formatting abilities
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); SharePoint
• Strategic thinking and attention to detail and accuracy
• Strong project, time management and prioritization skills to manage multiple projects and deadlines
• High degree of integrity and discretion with ability to handle sensitive information with strict confidentiality.
• Proactive critical thinking to anticipate needs and troubleshoot issues independently.

Preference will be given to

• Familiarity with government and commercial proposal processes
• Experience with space, aerospace, defense, or advanced technology companies
• Familiarity with FAR/DFARS and government contracting terminology
• Experience with proposal management software and content libraries.
• Experience supporting NASA, DoD, Space Force, or commercial space customers
• Experience with cost volume development, analysis and pricing strategy
• Strong project management, writing, editing, and communication skills.
• Ability to understand client needs and business strategy.
• Adaptability in a fast-paced, ambiguous, deadline-driven environment

MMA also values

• Strong communicators.
• Collaborative team players.
• Creative and resourceful problem solvers.
• Focus on excellence.