Contracts and Proposal Coordinator
The HEICO Companies, LLC

Job Info

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Are you looking for an opportunity to move your career forward with a growing industry leader? Join our team! SJ Hamill Construction is a heavy civil and marine construction company located in Charleston, South Carolina. Our mission is to build an efficient, smart, and above all safe construction business. We focus on controlled, steady growth while building high quality, lasting structures for the communities and owners they serve.

The Contracts and Proposal Coordinator will play a key role in supporting the business development and legal teams by coordinating the proposal and contract management processes. This individual will be responsible for ensuring that proposals are professionally prepared, contracts are properly reviewed and tracked, and that both internal and external communication is handled efficiently. The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.

Primary Responsibilities

• Assist with the preparation, review, and submission of proposals, bids, and other business development documents.
• Coordinate with project managers, legal teams, and subject matter experts to gather and compile necessary information for proposals.
• Ensure that proposals comply with client requirements, company standards, and legal considerations.
• Manage deadlines and submission timelines to ensure proposals are delivered on time.
• Assist with the drafting, review, and processing of contracts, agreements, and amendments in collaboration with the legal and project teams.
• Ensure contract terms align with company policies and business objectives, flagging any issues for legal review.
• Track the progress of contracts, from initial review to final execution, and ensure all necessary parties are involved in the review process.
• Maintain a central repository for contracts, proposals, and related documents, ensuring records are well-organized, accurate, and easily accessible.
• rack contract milestones, renewal dates, and any obligations related to contract deliverables.
• Regularly update status reports for both proposals and contracts, providing visibility to management and other relevant departments.
• Coordinate communication with clients, subcontractors, vendors, and internal teams regarding proposals and contracts.
• Serve as the point of contact for follow-ups on proposal submissions, client feedback, and contract negotiations.
• Facilitate internal meetings and discussions to address questions or concerns about proposals and contracts.
• Ensure proposals and contracts comply with company policies, legal standards, and regulatory requirements.
• Monitor and report on potential risks related to contracts and proposals, providing recommendations for risk mitigation.
• Assist in the development and maintenance of standard contract templates, proposal formats, and guidelines to streamline the process.
• Work closely with the business development team to identify new opportunities for contracts and proposals.
• Assist with market research, client outreach, and other activities that support business growth.
• Support preparation of presentations, marketing materials, and other documents needed for client meetings and pitches.

Minimum Qualifications

• High School diploma or equivalent.
• Previous experience providing administrative support to the operation of a professional office environment.
• Ability to perform simple accounting procedures.
• Ability to operate basic office equipment.
• Previous work experience providing legal and/or contract management support is preferred but not required.
• Strong communication and interpersonal skills with the ability to communicate effectively with a diverse employee/customer base.
• Ability to create, compose, and edit written materials.
• Intermediate PC skills with experience using Microsoft office products such as Word, Excel, and Outlook.
• Ability to develop new techniques to expedite, compliment, or enhance inter-company group and overall company results.

Preferred Qualification

• Bachelor's degree in Business, Law, English, Communications, or a related field.
• 3+ years of experience in contracts management, proposal coordination, or a related role, ideally within the construction, engineering, or professional services industries.
• Strong organizational and time management skills, with the ability to handle multiple tasks and meet tight deadlines.
• Excellent written and verbal communication skills, including proficiency in creating professional documents.
• Detail-oriented with a strong focus on accuracy and compliance.
• Familiarity with contract management software and proposal automation tools.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

What we can offer you:

• Inclusive Medical, Dental, Vision, Accident, and Illness insurance
• Company paid Disability and Life insurance
• 401(k) retirement savings program with a company match
• Employee Assistance Program including discounts with major vendors & products
• Mental and physical wellness programs
• Competitive time off package including vacation, sick, and holiday pay
• Career advancement opportunities with a stable well-established organization
• Tuition reimbursement program and access to LinkedIn Learning courses

*Qualified and interested candidates apply on-line at the Career section of the company website, at SJhamill.com.

SJ Hamill Construction is an Equal Opportunity Employer, Qualified candidates will be considered without regard to race, sex, disability, veteran status, sexual orientation, or gender identity.

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Job Snapshot
Employee Type Full-Time

Location Charleston, SC (Onsite)

Job Type Other

Experience Not Specified

Date Posted 10/22/2024

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