Proposal and Admin Project Manager

NO RECRUITERS OR RECRUITING FIRMS
Position Summary

We are seeking a highly capable, detail-driven operations professional to lead the coordination and execution of our Industrial Hygiene and Clandestine Lab programs while providing strategic operational support to our Business Development Manager to process Requests for Proposals (RFPs).

This is not a traditional administrative role. The ideal candidate is a seasoned professional who thrives in complex, deadline-driven environments and takes ownership of mission-critical deliverables. You will serve as the operational backbone of two specialized departments, ensuring contractual compliance, flawless training execution, client excellence, and publishing-level quality control of all outward-facing materials.

This role requires exceptional organizational discipline, executive-level communication skills, contract awareness, and the ability to manage multiple high-stakes priorities simultaneously.

Essential Duties and Major Responsibilities

Program & Operational Leadership

• Oversee end-to-end coordination of Proposals for IH, and the Clandestine Lab Training programs nationwide and internationally
• Ensure all contractual obligations, payment mechanisms, and compliance requirements are secured before course execution
• Manage instructor logistics, equipment procurement, supply chain coordination, and training materials fulfillment
• Maintain operational readiness of mock lab equipment, PPE inventories, and course materials
• Ensure 100% accuracy and quality control of all published or distributed departmental materials

Contract & Compliance Oversight

• Support preparation and submission of contracts, proposals, and reports
• Monitor fulfillment of government and private-sector contract requirements
• Track RFP opportunities and assist in response preparation
• Maintain job folder documentation and job number processing

Client & CRM Leadership

• Serve as primary point of contact and registrar for training programs
• Oversee Salesforce data integrity across both departments
• Maintain course scheduling, client communications, and enrollment systems
• Build and sustain professional client relationships

Cross-Department Operational Support

• Provide high-level document review and editorial oversight for Industrial Hygiene deliverables
• Coordinate webinar-based, in-person, and hybrid training formats
• Represent the organization at industry conferences
• Provide selective front-line support as needed

Required Qualifications

• Minimum 5+ years of progressive experience in operations, program coordination, contract administration, or comparable leadership roles
• Demonstrated experience managing government contracts and compliance documentation
• Advanced proficiency in Microsoft Word, PowerPoint, Excel, and Salesforce (or comparable CRM systems)
• Experience coordinating multi-location logistics and training delivery
• Proven ability to produce and edit professional-grade written materials
• Strong working knowledge of OSHA regulations and safety environments
• Valid driver's license with the ability to travel as required
• Ability to lift 75 lbs. and manage physical training equipment logistics

Preferred Qualifications

• Bachelor’s degree or higher in Business Administration, English, Journalism, Marketing, or related field
• Experience in environmental health & safety, industrial hygiene, or specialized training environments
• Knowledge of clandestine laboratory environments, PPE standards, and mock lab training equipme