Job Description

ENV (Environetics) is a leading multi-disciplinary architecture, interior design and engineering firm located in Englewood Cliffs, NJ. We are currently seeking to add talented and capable individuals to our diverse team. We are looking for motivated leaders to assist in the development of the firms growth. Our diverse portfolio ranges in typology and includes notable work in the Hospitality, Educational and High End Residential sectors.

Goals of Role:

Assist with tracking project schedules, deadlines, and team assignments. Maintain shared folders and documentation. Support meeting preparation: agendas, notes, follow-ups, conferences/tradeshows Help implement SOPs and workflows. Coordinate with admin, BD, and PMs for project intake and setup. Update trackers, logs, and internal dashboards. Streamline admin operations including inbound customer relations to deliver a more automated workplace

Responsibilities:

Proposal Management

Oversee the full lifecycle of proposal development--from initial RFP review and go/no-go coordination to final submission. Manage proposal schedules, deliverables, checklists, and internal team deadlines. Work closely with Principals and Project Managers to gather content, confirm scope, coordinate consultant information, and finalize pricing inputs. Maintain a library of proposal templates, resumes, project sheets, and boilerplate language. Ensure compliance with RFP requirements, formatting standards, and submission protocols. Coordinate with graphic design or marketing teams for layout, branding, and final production.

Project Coordination Support

Support project teams with administrative organization, meeting scheduling, agenda preparation, and follow-up documentation. Track project milestones, schedules, and deliverables in coordination with Project Managers. Assist with consultant coordination, including distributing documents, collecting fees, and managing communication channels. Maintain project logs, status reports, and shared project folders (OneDrive/Teams/Deltek/Airtable/etc.). Help prepare project kickoff materials, meeting minutes, and client-facing documentation.

Operational Oversight & Workflow Management

Build and manage standardized workflows for proposals, subcontracting, project onboarding, and client documentation. Ensure team adherence to internal processes, naming conventions, file organization, and schedule protocols. Serve as the central point of contact for tracking active pursuits and proposal workload across the firm. Maintain calendars for proposal deadlines, interviews, and upcoming opportunities. Track metrics such as win/loss ratios, response timelines, and the volume of proposals by sector.

Communication & Interdepartmental Coordination

Coordinate between business development (BD), operations, and design teams to ensure alignment on priorities. Facilitate communication between leadership and project teams regarding deadlines, project updates, and proposal needs. Ensure timely distribution of meeting notes, action items, and follow-ups. Serve as liaison between internal team members and external consultants, partnering firms, subcontractors, and clients for administrative and proposal-related matters.

Data & Document Management

Maintain accurate, organized records of proposals, qualifications, fee proposals, and supporting documents. Ensure proper version control and filing across platforms (OneDrive, Teams, Deltek Ajera, Airtable, etc.). Update and manage firmwide project experience lists, resumes, and proposal content library. Track certifications, licenses, DUNS/SAM registrations, insurance certificates, and other compliance documentation required for submissions.

Interview & Presentation Preparation

Develop or support development of presentation decks, talking points, agendas, and leave-behind materials. Ensure branding consistency and develop an organized archive of past interview materials.

Administrative Leadership

Train and mentor administrative staff supporting proposals and project coordination. Establish standard operating procedures (SOPs) for administrative processes. Support workload balancing and resource planning for deadlines across departments. Implement continuous improvements to efficiency, file organization, and cross-department collaboration.

Qualifications:

BA/BS of Business or related field Experience with ERP systems / SQL based learning models (Airtable, AWS, Office365) Minimum one to two years of relevant industry experience Strong organizational skills Strong verbal and written communication skills
ENV (Environetics) offers competitive salaries, bonuses, health insurance, a 401k plan, and flex scheduling. If you feel you qualify, please provide 1-3 PDF pages (5Mb max) with samples of your work along with your resume.

Please submit your materials to dgrant@env-nj.com with the subject Environetics NJ Job Inquiry.

http://www.env-team.com/

Pay: $50,000.00 - $65,000.00 per year

Benefits:

401(k) 401(k) matching Flexible schedule Health insurance Paid time off Professional development assistance Referral program Retirement plan
Work Location: In person