PURPOSE The Administrative Assistant will report directly to the Proposal Lead - Facilities. The Administrative Proposal Assistant provides critical support in the preparation, coordination, and submission of project proposals, while also managing day-to-day administrative functions for the business development and operations teams. This role ensures accuracy, timeliness, and professionalism in all client-facing materials and supports efficient office and project operations for WHC Energy Services' construction and facilities management projects. This role will be located in Broussard, LA.

RESPONSIBILITIES Proposal Development Assist with end-to-end proposal process, including RFP/RFQ review, compliance tracking, and deadline management. Assist the Proposal Lead with gathering required content and documentation from the estimating, project management, safety, and executive teams. Prepare draft proposals by formatting content and ensuring alignment with client requirements for Proposal Lead review. Maintain a proposal content library (resumes, project profiles, certifications, safety records, company information, etc.). Ensure all client required submittals meet company branding, formatting, and quality standards.

Administrative Support Provide executive and departmental administrative assistance, including scheduling meetings, managing calendars, and preparing correspondence. Assist with client prequalification packages, vendor registration forms, and compliance documentation. Maintain company records, licenses, certifications, and project documentation in an organized and accessible manner. Assist with coordination of marketing materials, career fair documents, and company presentations.

Office & Project Coordination Liaise with internal teams, subcontractors, and clients to ensure timely submission of required documents. Coordinate meeting logistics, including preparation of agendas, materials, and follow-up actions. Support company events, training sessions, and safety meetings with administrative and logistical assistance. Perform data entry, generate reports, and assist in budget tracking for business development initiatives.

REQUIRED QUALIFICATIONS Education & Experience 2 years of secondary education 2+ years of experience in proposal coordination, project administration, or office management (construction or facilities industry experience strongly preferred).

Skills & Competencies Strong written and verbal communication skills; ability to proofread and edit professional documents. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Adobe Acrobat, SharePoint, and proposal software a plus. Must be a self-starter, team-player, and ability to collaborate with others as needed (people-person). Exceptional organizational skills with the ability to manage multiple priorities under tight deadlines. Detail-oriented with a commitment to accuracy and quality. Ability to work independently while also being a collaborative team player.

EEO Statement

WHC Energy Services is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veterans' status, gender identity, or any other characteristic protected by law.

We thank all applicants in advance. Only those selected for an interview will be contacted. Department: Facilities This is a non-management position This is a permanent position