Operations Coordinator

ENV (Environetics) is a leading multi-disciplinary architecture, interior design, and engineering firm based in Englewood Cliffs, NJ. Our diverse portfolio includes notable work across Hospitality and Educational sectors, supported by a collaborative, pursuit-driven culture focused on growth and opportunity.

We are not simply filling a position—we are making a strategic investment in people.

This role is designed for a motivated, forward-thinking individual who thrives in a fast-paced, pursuit-focused environment and are eager to develop leadership skills through real exposure, responsibility, and teamwork. As a Leadership Coordinator, you will play an active role in supporting the firm’s growth initiatives while building the awareness, confidence, and adaptability required in a dynamic professional practice.

This opportunity is ideal for individuals who:

Are energized by momentum, deadlines, and opportunity-driven work

Communicate clearly and collaborate across disciplines

Are curious, adaptable, and comfortable navigating evolving priorities

Want meaningful exposure to pursuits, proposals, and firm development efforts

At ENV, leadership is developed through experience, collaboration, and trust. This role offers a clear path to grow within a diverse team of architects, designers, and engineers while contributing to the firm’s continued momentum and success.

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 to develop leadership based growth initiatives
• Update logs and internal dashboards for informed decision making
• Streamline admin operations including inbound customer relations to deliver a more automated workplace

Responsibilities:

Proposal Management

• Work alongside Growth Director to develop 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/