# Administrative Assistant - Proposals & Business Operations > Fathom Robotics · United States (Remote) · Part-time · Posted 2026-08-27 **Workplace:** remote ## Description **ABOUT FATHOM ROBOTICS** Fathom Robotics provides operations, maintenance, training, and applied engineering services for uncrewed maritime systems supporting U.S. Government and commercial defense programs. We have multiple active projects across a variety of government and commercial clients and are actively fielding systems in operational environments. **ROLE OVERVIEW** Fathom Robotics is hiring a part-time Administrative Assistant to support our Chief Administrative Officer across proposals, pricing, and broader business operations. We submit government proposals on a near-weekly cadence, and this role is central to keeping that pipeline organized and on schedule. Beyond proposals, you will provide supporting-level help across HR, payroll, compliance, and contracts administration — handling the organizing, tracking, and paperwork so the Chief Administrative Officer can focus on the higher-level decisions. **Location:** Remote (Washington, D.C. / Northern VA / MD area preferred) **Work-Type:** Part-Time (15–20 hours/week) **Clearance:** U.S. Person Required _**\*\*This position will require an in-person interview\*\***_ **A DAY IN THE LIFE** _**Morning:**_ Check the proposal tracker for what's due this week, confirm which volumes still need content, and follow up with contributors who owe inputs. _**Mid-morning:**_ Build out a Basis of Estimate for a labor category on an active pricing volume, cross-checking hours and rates against the solicitation and prior submissions. _**Midday:**_ Clean up a technical volume — formatting, compliance matrix check, figures and page counts — ahead of an internal review with the Chief Administrative Officer. _**Afternoon:**_ Handle general administrative support: organizing files, scheduling meetings, updating trackers, and helping prep materials the Chief Administrative Officer needs for the CEO. _**Then something else comes up:**_ Enter timesheets in the ERP, pull together offer letter and new-hire paperwork for an incoming employee, or track down a signed NDA before a call — whatever the Chief Administrative Officer needs help moving forward that day. _**Across all of it:**_ Keep proposal deadlines, pricing inputs, and admin tasks moving on a schedule the Chief Administrative Officer and proposal contributors can count on. **PROGRAM CONDITIONS** This is a part-time, remote role (15–20 hours/week) supporting a small, fast-moving business operations function. Candidates based in the Washington, D.C., Northern Virginia, or Maryland area are preferred for occasional in-person coordination and alignment with government and customer schedules. Proposal deadlines are frequent and firm, so weekly hours will fluctuate within that range — expect heavier weeks ahead of proposal due dates and lighter weeks in between. **RESPONSIBILITIES** _**Proposals & Pricing**_ - Support preparation of government proposals on a weekly-to-biweekly cadence, including formatting, compliance checks, and assembly of technical and pricing volumes - Build and maintain Basis of Estimate (BOE) pricing inputs, including labor hours, rates, and other direct costs, in coordination with the Chief Administrative Officer - Track proposal deadlines, contributor inputs, and open action items, flagging risks to on-time submission - Maintain proposal templates, boilerplate content, and past performance references for reuse across submissions - Clean up and format proposal documents, presentations, and capability materials, including swapping in graphics and tightening layout _**Business Operations Support**_ This role supports the Chief Administrative Officer across the broader business — handling organization, tracking, and paperwork rather than owning these functions outright. - Hiring & onboarding: help coordinate recruiting for open roles — posting jobs, screening applicants, scheduling interviews — then assemble offer letter and new-hire paperwork, track benefits enrollment steps, and coordinate system access requests - Payroll & invoicing: organize timesheets and receipts, and help prepare invoice backup against active contracts - HR administration: maintain records in ADP or similar systems, and support benefits and multi-state compliance documentation - Finance support: assist with organizing AP/AR documentation and reconciliation backup - Compliance coordination: organize and track documentation supporting CMMC, ITAR, DCAA, and SAM.gov requirements - Contracts & legal support: route documents through DocuSign, track NDA and insurance renewals, and maintain corporate records - ERP support: assist with data entry and upkeep of the timekeeping and accounting platform - Provide general administrative support to the Chief Administrative Officer, including scheduling, file organization, and document preparation - Assist with basic business development research and organization of customer and teaming information as needed ## Requirements **Required Qualifications:** - 2+ years of experience supporting government proposals, ideally with exposure to pricing or Basis of Estimate (BOE) development - Familiarity with government proposal structure, compliance matrices, and volume organization - Comfortable working with pricing spreadsheets and basic cost/labor build-ups - Strong written and organizational skills, with close attention to formatting and detail - Working proficiency with Microsoft Office (Word, Excel, PowerPoint) or equivalent tools - Able to manage multiple deadlines independently and follow through without being chased - Comfortable picking up light HR, payroll, or finance administrative tasks alongside proposal work - US Person status required (defense program context) - Comfortable working in a small team supporting classified or sensitive government programs **Preferred Qualifications:** - Prior experience as a proposal coordinator, proposal writer, or pricing/cost analyst at a defense contractor or GovCon company - Exposure to government contract types (FFP, T&M, cost-reimbursement) and how they shape pricing - Experience with GovCon ERP or accounting platforms (e.g., Unanet, Deltek, or similar) - Prior administrative or executive support experience in a defense or government contracting environment - Experience with SAM.gov, DocuSign, or similar business operations tools ## Benefits ### Benefits This is a part-time position and is not eligible for health benefits.  **Compensation:** $30 to $45 per hour, commensurate with experience ## Apply [Apply at Fathom Robotics](https://apply.workable.com/fathom-robotics/j/E3B321A297/apply) --- Powered by [Workable](https://www.workable.com)