Project and Sales Proposal Administrator

Job description

COMPANY OVERVIEW Upchurch is a rapidly growing, full-service building engineering company providing mechanical, plumbing, HVAC, and electrical services across the southeastern United States. Founded in 1970 and headquartered in Horn Lake, MS, Upchurch has grown through both organic expansion and strategic acquisitions, establishing a strong reputation for quality, reliability, and service excellence. We offer end-to-end solutions—from design and installation to ongoing maintenance and emergency support—helping clients maximize building performance, energy efficiency, and equipment lifespan. POSITION SUMMARY We are seeking a Project and Sales Proposal Administrator who combines a strong eye for design with exceptional organizational skills and a deep proficiency in modern AI tools. This is not a traditional administrative role, nor is it a software engineering position. Instead, it is a hybrid role designed for a "power user" of technology—someone who can seamlessly integrate AI agents (like Manus, Claude, ChatGPT, etc.) into daily workflows to accelerate document creation, streamline processes, and elevate our brand output. In this role, you will be the engine behind our sales and marketing collateral, playing a critical part in assembling high-quality proposal and public RFQ responses. You will also drive general administrative process improvements, ensuring our business operates with maximum efficiency and polish. KEY RESPONSIBILITIES Sales, Marketing, & Proposal Support - Lead Document Assembly: Manage the end-to-end creation of public RFQ and proposal responses, ensuring strict adherence to solicitation requirements, formatting, and deadlines. - Design & Layout: Apply your background in marketing design to build visually compelling, on-brand sales and marketing documents, presentations, and proposal packages. - Content Generation: Utilize AI tools to rapidly draft, refine, and tailor proposal content, cover letters, and executive summaries, always maintaining the Upchurch brand voice. Marketing & Brand Governance - Collateral Creation: Design and format marketing materials, ensuring all outputs align with the One Upchurch brand standard (colors, typography, logo usage). - Asset Management: Organize and maintain a library of approved marketing assets, proposal templates, and boilerplate content for easy access by the sales team. AI Deployment & Process Improvement - AI Integration: Actively deploy and manage agentic AI tools (e.g., Manus, Claude) to automate repetitive administrative tasks, generate initial drafts of documents, and improve overall workflow speed. - Administrative Excellence: Support general business administration by identifying process bottlenecks and implementing tech-forward solutions to resolve them. - Standardization: Help establish and document best practices for utilizing AI within the marketing and administrative functions. QUALIFICATIONS - Experience: Proven background in marketing administration, project coordination, or proposal/RFQ management. - Design Skills: Strong eye for layout, typography, and visual hierarchy. Experience with document design and presentation software (e.g., InDesign, PowerPoint, Canva, or similar). - AI Proficiency: Highly proficient and comfortable working with modern AI tools (Manus, Claude, ChatGPT, Midjourney, etc.). You should understand how to prompt effectively and leverage AI for document creation, editing, and workflow automation. - Tech-Savvy: Extremely comfortable adopting new technologies quickly. You are a problem-solver who looks for the most efficient, tech-enabled way to complete a task. - Detail-Oriented: Exceptional organizational skills with the ability to manage complex, multi-part proposal submissions with strict deadlines. - Communication: Excellent written and verbal communication skills, with the ability to write in a polished, professional business tone. Benefits: - Competitive pay based on experience. - Health, dental, and vision insurance. - Paid time off and holiday pay. - Opportunities for professional development and certification assistance. Equal Employment Opportunity: Upchurch Companies provides equal employment opportunities to all employees and applicants. We prohibit discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.