Proposal Assistant

Since 1978, Lumos & Associates has provided professional engineering, surveying, geotechnical, and construction management services to clients across northern Nevada, California, and, more recently, southwestern Idaho. At Lumos, we are committed to fostering a positive, engaging, and highly collaborative workplace where employees can thrive. We invest in nurturing talent, professional development, and creating an environment that supports employee well-being. Our focus is on the growth of our business, guided by our five core values: Stay Moving, Dip Down, Own It, Make it Right, and Take Pride.

Ready to launch your career with a company that recognizes hard work and rewards results? Lumos & Associates is looking for motivated people who want to grow. Whether you’re new to the workforce, interested in building a career in proposals, marketing, or business development in the A/E/C industry, eager to learn new skills, or looking for your next growth opportunity, we’d love to hear from you.

About the Role

Lumos is seeking an entry-level Proposal Assistant to support our proposal and business development team. The Proposal Assistant works under close supervision while learning our proposal processes, templates, and file-organization standards. This is a great opportunity for someone who is detail-oriented, organized, and eager to learn in a deadline-driven, team environment.

This is a full-time, entry-level position based out of our El Dorado Hills, CA office.

Ideal Candidates will possess the following qualities and skills:

• Self-motivated and proactive with strong communication skills; flexible, quick to learn, and able to manage multiple proposal support tasks and shifting deadlines.
• Demonstrates a strong commitment to internal customer service by responding promptly and professionally to proposal team and contributor requests; follows up respectfully and helps resolve issues with a solutions-focused, collaborative approach.
• Highly organized and detail-oriented, with the ability to maintain accurate files, templates, and tracking lists; interested in supporting team coordination activities such as meeting logistics and event/conference preparation.
• Works effectively in a fast-paced, deadline-driven environment by using good judgment, taking initiative within guidance, and escalating questions or risks early to protect quality and on-time delivery.

What You’ll Do

• Help assemble proposals, SOQs, and presentation materials using templates.
• Update and organize resumes, project sheets, and standard content.
• Proofread for formatting and basic errors (spelling, page numbers, consistency).
• Keep files organized and support version control and naming standards.
• Send pre-written requests for team inputs and track what’s received.
• Support kickoff/review meetings (scheduling help, materials, notes as needed).
• Assist with electronic submission prep (PDF combining, file naming, checklist checks).
• Enter basic updates in CRM as assigned.
• Help with light marketing/BD admin support and event prep when needed.

What We’re Looking For

• High school diploma or equivalent required; Associate’s degree or Bachelor’s degree coursework in marketing, communications, English, journalism, business administration, or related field preferred; or equivalent combination of academic and professional experience.
• Previous experience in an administrative, marketing, document production, or coordination support role preferred.
• Computer proficient with knowledge of Microsoft Office products (Word/Excel/Outlook/PowerPoint).
• Familiarity with Adobe Acrobat and basic PDF/document tools preferred; familiarity with Adobe Creative Suite a plus.
• Ability to read and follow written instructions, use checklists, and complete tasks accurately with guidance.
• Effective oral and written communication skills, including the ability to write clear, simple emails and notes using templates when available.
• Strong attention to detail, reliability, and willingness to learn; able to ask clarifying questions and apply feedback.
• Proven ability to manage competing deadlines, coordinate across teams, and maintain high quality in fast-paced, deadline-driven environments.
• Valid driver’s license and driving record with 3 or less demerit points.

Work Environment & Schedule

• May require flexibility in working hours to support proposal deadlines.
• Minimal travel may be required for events or business needs.
• Must maintain confidentiality and work professionally with colleagues at all levels of the organization.

Why You’ll Love Working for Lumos:

• Collaborative and supportive team environment.
• Ability to make impactful contributions by improving office processes and systems.
• Competitive compensation and benefits package.

Benefits offered to eligible full-time employees include:

• Company-paid medical, dental, and vision Insurance
• Company-paid Short/Long-Term Disability and Life Insurance
• Health Savings Account with employer contribution
• Flex Spending Account
• 401(K) Plan + company match
• Discretionary Annual Bonus
• Paid Time Off; Paid Holidays; Flex Work Schedule

Benefits offered to eligible full-time employees include:

• Competitive salary and annual bonus
• Competitive Health, Dental, and Vision insurance plans
• Generous company matched 401(k) plan with a Roth provision
• Paid Time Off (PTO)
• Eight (8) paid holidays
• Life insurance (company paid)
• Short and long-term disability insurance (company paid)
• Flexible Spending Account and/or Health Savings Accounts
• Culture that provides work-life balance, and professional development and is community driven
• And much more!