We are seeking an organized, professional, and detail-oriented Administrative Assistant / Proposal Administrator to support the day-to-day administrative and business development activities of our company.

The successful candidate will be highly organized, able to manage multiple priorities and deadlines, and comfortable working in a fast-paced environment where accuracy, responsiveness, confidentiality, and teamwork are essential.

KEY DUTIES & RESPONSIBILITIES:

· Greet and assist visitors, clients, subcontractors, suppliers, couriers, and other guests in a professional and welcoming manner.

· Answer, screen, and direct incoming telephone calls and general email inquiries.

· Receive, sort, distribute, and coordinate incoming and outgoing mail, courier packages, and deliveries.

· Maintain a professional, organized, and presentable reception and common office area.

· Coordinate visitor access and notify appropriate employees of guest arrivals.

· Maintain general office contact lists and directories.

· Assist with meeting room bookings and preparation for internal and external meetings.

· Coordinate office supply inventory and place orders as required.

· Liaise with building management, office service providers, couriers, and vendors when required.

· Provide administrative support to management, estimating, project management, accounting, and other departments as required.

· Maintain electronic and hard-copy filing systems in accordance with company procedures.

· Assist with document scanning, copying, printing, filing, and archiving.

· Schedule meetings, appointments, conference calls,



and internal events.

· Maintain corporate calendars, contact databases, employee lists, and other administrative records.

· Assist with company events, training sessions, meetings, and employee functions.

· Perform data entry and maintain accurate information in company systems and databases.

· Provide general administrative assistance to project teams during periods of increased workload.

· Download and organize tender documents, drawings, specifications, addenda, instructions to bidders, and related information.

· Maintain the company’s bid, tender, prequalification, and proposal calendar, including submission deadlines and key milestones.

· Review solicitation documents for administrative requirements and prepare submission checklists.

· Coordinate with estimators, project managers, executives, and other contributors to obtain required information for submissions.

· Assist with preparing and assembling Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Expressions of Interest (EOIs), prequalification submissions, tenders, and other bid documents.

· Track addenda, clarifications, amendments,



and changes to tender requirements and communicate them to the appropriate team members.

· Maintain organized electronic files for active, submitted, successful, and unsuccessful proposals.

· Maintain a historical database of bids, proposals, prequalifications, project references, and submission results.

QUALIFICATIONS/REQUIREMENTS:

· Post-secondary education in Business Administration, Office Administration, Construction Administration, Marketing, Communications, or a related field is preferred.

· Previous administrative experience is required; experience within the construction, engineering, architecture, or related industry is strongly preferred.

· Previous experience with construction proposals, tenders, procurement, prequalifications, or bid administration is considered a strong asset.

· Robust proficiency with Microsoft Office, particularly Word, Excel, Outlook, PowerPoint, and Teams.

· Experience with PDF editing and document management software is preferred.

· Strong document formatting, proofreading, and written communication skills.

· Excellent verbal communication and professional telephone manner.

· Strong organizational and time-management skills.

· Ability to manage multiple assignments and competing deadlines.

· High level of accuracy and attention to detail.

Total Rewards

This is a full-time position with a salary range of $50,000-$60,000 per year.

AI Statement

AI tools are not used within the hiring process.

Vacancy Type

Open Vacancy

Pay: $55,000.00-$60,000.00 per year

Work Location: In person

📌 Administrative Assistant / Proposal Administrator (Toronto)
🏢 Recognized
📍 Toronto