We are seeking a Construction Administrative Coordinator to provide administrative and reception support while assisting with bidding and pre-construction activities for an established mechanical construction company in the GTA.

This position is ideal for someone who is highly organized, professional, and comfortable handling a variety of administrative responsibilities. Previous construction experience is an asset but is not required. Training will be provided on our bidding and pre-construction processes.

Office Administration & Reception

- Answer and direct incoming telephone calls
- Greet visitors, contractors, vendors, and other guests
- Receive and distribute mail, courier packages, and deliveries
- Assist with filing, scanning, data entry, and document organization
- Provide general administrative support to management and other departments

Bid & Tender Support

- Monitor bid opportunities through platforms such as MERX, BuildingConnected, Biddingo, SmartBid, and GC invitations
- Download and organize tender documents, drawings, specifications, addenda, and bid forms
- Maintain bid logs and track upcoming tender deadlines
- Assist with the preparation and submission of bid documentation
- Coordinate administrative requirements including bonding, insurance certificates, and other tender documents
- Track and distribute addenda and other bid-related information
- Provide administrative support to the estimating team throughout the bidding process

Pre-Qualifications & Company Documentation

- Assist with contractor and client pre-qualification submissions




- Maintain records related to WSIB, COR, bonding, insurance, licences, and certifications
- Maintain vendor and qualification platforms, renewals, and supporting documentation
- Assist with updating company information and documentation required for bids and pre-qualifications

Proposal & Project Support

- Assist with preparing proposal packages and supporting documentation
- Format and organize project information, company qualifications, and other submission materials
- Assist with post-bid documentation and project handovers
- Coordinate information between estimating, operations, project management, and other internal departments as required

What Success Looks Like

- Administrative tasks and documentation are completed accurately and on time
- Bid opportunities and important deadlines are well organized and tracked
- Tender and pre-qualification documentation is complete and professionally prepared
- Office and reception responsibilities are handled professionally
- Company records and confidential information are handled appropriately
- Strong communication and coordination with internal teams and external contacts

Qualifications

- Previous experience in an administrative assistant, office administrator,



receptionist, coordinator, or similar position
- Strong proficiency with Microsoft Office, including Excel, Word, and Outlook
- Excellent organizational and time-management skills
- Solid attention to detail and accuracy
- Professional written and verbal communication skills
- Ability to manage multiple priorities and deadlines in a fast-paced environment
- High degree of professionalism, discretion, and confidentiality
- Comfortable learning new systems, processes, and software
- Construction, mechanical contracting, estimating, or bid coordination experience is an asset
- Experience with BuildingConnected, SmartBid, MERX, Biddingo, or similar platforms is an asset
- Knowledge of bonding, insurance, tendering, and pre-qualification processes is an asset

What We Offer

- Company-sponsored social events and team activities
- Comprehensive health, dental, and vision coverage
- Employee Assistance Program (EAP)
- Life insurance
- Paid vacation and personal time
- Opportunities for career growth and ongoing training

We appreciate the interest of all applicants. Only those selected to move forward in the hiring process will be contacted regarding the next steps.

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

Benefits:

- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care

Application question(s):

- Do you have experience with construction bidding, tendering, or pre-qualification processes?

Work Location: In person

📌 Construction Administrative Coordinator (Mississauga)
🏢 Important Group
📍 Mississauga