Submissions without a cover letter may not be considered.

Why Consider HF&H Consultants?

HF&H has a mission-driven, collaborative, tightly knit, small company culture that values work-life balance. We provide recycling and solid waste, water, and wastewater consulting services exclusively to public agencies. Our services include planning, performance reviews, competitive procurements, negotiations, contract management, financial and compliance auditing, rate and fee studies, and litigation support. The success of our firm has been built on providing excellent client service and leadership to clients in particularly challenging situations.

Please refer to our website www.hfh-consultants.com for a further description of our firm.

About This Role

The successful candidate will work with some direction from senior staff members, in a team atmosphere, to acquire and support our work for municipal clients related to their management of environmental programs.

The Proposal Coordinator / Administrative Assistant will support our recycling, solid waste, and water practices from our Walnut Creek, California office. Specifically, this position will be primarily responsible for sourcing, screening, and responding to requests for proposal (RFPs) with minimal supervision and strict deadlines. This person will drive the proposal process by drafting, proofreading, formatting, and finalizing proposals. Additional responsibilities include supporting staff with general office duties such as using Microsoft Word to proofread, format, and finalize reports and proposals (to include occasionally physically printing, binding, and overnighting reports and proposals), using PowerPoint to prepare presentations, data entry, updating contacts and leads in our database, organizing and filing work papers, preparing other overnight packages, ordering supplies, ordering occasional meals for meetings, calling client contacts to gather survey information, and answering the main office telephone.

What You Will Do

The successful Proposal Coordinator / Administrative Assistant will perform tasks like:

• Initiate and manage proposal schedules, from kickoff to subcontractor deadline coordination through final upload or production (including the occasional drive to take the printed proposal to an overnight carrier)
• Ensure consistent branding and tone throughout all materials
• Proofread, format, and finalize correspondence, proposals, and reports. Requires Word, PowerPoint, some Excel, Acrobat, Canva
• Assist in the preparation of written reports and client presentations
• Provide basic clerical support (e.g., light telephone/reception coverage; copy, bind, transmit correspondence and reports; prepare mail and overnight packages for staff, as needed; etc.)
• Keep client contact database current with annual directory publications
• Printing and organizing marketing materials for trade shows or events several times per year
• Coordinating webinars and client events
• Perform telephone surveys
• Coordinating with building and/or parking management for requested services
• Maintain office appearance
• Other related duties, as assigned

What You Will Gain

HF&H places a high value on investing in our team. One of our core values is that “we relate to each other positively, with respect, supporting personal growth, and recognizing superior achievement.” This position will benefit from:

What You Bring

• Expert-level proofreading and Word skills (TOC, formatting, etc.)
• High level of Word skills (TOC, formatting, etc.), PowerPoint skills, basic understanding of Excel
• Outstanding writing and editing skills; able to distill and communicate complex issues in a concise and understandable manner
• Acute attention to detail
• Must be able to work independently with moderate supervision
• High school diploma or GED equivalent required
• Bachelor’s degree (or equivalent) in Communications, Business, Technical Writing, or related field
• 3+ years of experience in a professional office environment
• 3+ years of experience in proposal management, preferably in a professional services environment
• Able to hold deadlines and hold contributors accountable while maintaining positive working relationships
• Diplomatic, tactful, flexible, resourceful, dependable, well-organized, friendly, emotionally mature, and professional
• Able to work effectively with multiple supervisors, balance and prioritize multiple tasks
• Effective time management and organizational skills
• Inquisitiveness balanced with a sense of significance
• Valid California driver’s license and ability to work in the United States.

Bonus Points (highly desirable)

• Graphic design experience (InDesign, Canva, PowerPoint formatting)
• Undergraduate degree from an accredited college or university
• Prior work experience with a professional services organization
• Prior experience in the recycling and solid waste industry in California.

We Offer

This is a full-time, non-exempt position. At present, our in-office schedule is “hybrid”: Tuesday and Thursdays are in-office; Mondays, Wednesdays, and Fridays may be worked remotely. This is a full-time, regular position and is eligible for health insurance, dental insurance, 401(k) participation, and other benefits. You may also be eligible for a discretionary bonus of up to 20% of your pay (performance based) and may be invited to off-site staff retreats and (optional) social events each year. Salary range for this position is $75,000 – $100,000/year, DOE

Are You Ready? Apply Today!

Submit your cover letter and resume to HF&H at recruiting@hfh-consultants.com today! In your cover letter, describe what makes you feel like HF&H would be a good professional environment for you. Submissions without a cover letter may not be considered. Please provide a valid email address and telephone number on your resume and cover letter. You cover letter should include your salary requirement and preferred work hours. Application materials will be screened on a continuous basis. Qualified candidates are encouraged to apply early!

Candidates with the most relevant qualifications will be invited into the interview process with HF&H. Any resultant offer of employment may be conditioned on the results of professional and personal reference checks, which we will not conduct without prior approval of the candidate. Depending on the number and quality of applicants, HF&H reserves the right to modify this process at its sole discretion.

The Fine Print

This is an at-will position and, as such, can be released at any time without notice and for any reason. Prior to hire, candidates will be required to successfully complete performance assessments, reference checks, verification of academic performance, and any other due diligence HF&H deems appropriate prior to making an offer for employment. Candidates with a disability who may require special assistance in any phase of the application or assessment process should advise the hiring manager upon submittal of an application. Documentation of the need for accommodation must accompany the request. HF&H is an equal opportunity employer.