Proposal / Administrative Coordinator - Jobs in Kitchener, ON

Job Description

About this opportunityWe currently have an opening for a Proposal / Administrative Coordinator based out of either our Kitchener, Niagara, or Markham office. You will provide administrative support on projects, proposals and at times project deliverables including supporting general administration and office activities for our Ontario operation.Benefits include flexible work arrangements, including working from home for 2-3 days a week, upon approval, along with other Company perks.This position will provide you with the opportunities for advancement and career growth. Working with a dynamic, talented team, you will collaborate with Teams in our Ontario offices. Responsibilities include the following:

• Completing various projects, proposals, or administrative related tasks, including support to project delivery, business development, proposal and Group/ Division tasks. This may include specific project deliverable production and coordination, and office and group administration.
• Liaising with other members of the Ontario Administration support team, Management team, Project Managers, and other staff as required.
• Completing various assignments with the project team to effectively deliver quality products including, reports, letters, agreements, presentations, images, layouts, and other submissions.
• Engaging actively with Company systems.
• Participating with the larger Ontario Administrative team.
• Organizing & coordinating the team’s MS Outlook emails, calendars, appointments, and travel arrangements.
• Maintaining client contacts and coordination of meetings.
• Receiving, and coordinating team, visitors, and clients.
• Answering, screening, and transferring inbound team and project phone calls.
• Preparing, and submitting management team expense claims.
• Maintaining and refining the electronic files system and standard documents using MS Office, AERIS, MS Teams, SharePoint, and other software.
• Preparing, modifying, maintaining, and completing various Company and project documentation using standard Company templates including proposals, reports, memos, contract documents (drawings and specifications), agendas, minutes, schedules, correspondence, and emails.
• Supporting the project team in tracking project financials on a weekly/monthly basis.
• Responding promptly and resolving administrative issues and inquiries.
• Performing other duties as required by Project Managers and Management team..
• Complying and working within COR certified environment and performing all duties in accordance with those specified under the Occupational Health & Safety Act and applicable legislation.

Job Requirements:About You

• Minimum completion of Diploma or Undergraduate degree in Arts, Design, Business Administration or related field from an accredited post-secondary institution or equivalent years of appropriate experience.
• 2+ years of experience in a Proposal/Admin Coordinator or equivalent role, is an asset.
• Experience in a consulting engineering organization, is an asset.
• Demonstrated understanding of graphics, images, document preparation, and technical information.
• Demonstrated proposal production and project administration experience, is an asset.
• Proven integrity to deal with sensitive, privileged and confidential employee or client matters, is essential.
• Excellent analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills.
• Excellent interpersonal skills and ability to collaborate as well as work individually.
• Experience in business development and client management, is an asset.
• Results oriented and demonstrated ability to coordinate and manage multiple tasks and prioritize as necessary to meet required deadlines.
• Proficient in use of MS Office Suite of products including collaborative software specifically MS Teams, OneNote and SharePoint, as well as document design software such as Adobe Creative Suite of products specifically InDesign, Illustrator, Photoshop, Acrobat and Premier.
• Graphics, document production, brochures, creative content and presentation design experience, is an asset.
• Valid driver’s license.
• Ability to travel within Ontario.

Our Commitment to YouAt Associated Engineering, we have a diverse workforce and teamwork philosophy. We are committed to the growth and careers of our people, and we take great care in hiring the right people to join our team for the long term. Our unique workplace culture has been what setting us apart and we provide:

• Continuous professional development programs including training, mentoring, and on the job learning.
• Benefits include flexible work arrangements, including working from home, along with other Company perks.
• Flexible work-hours to allow our staff to have a work-life balance.
• Wellness programs with a focus on maintain or improve the well-being of our staff.
• Social activities to create genuine connections between our people.
• Excellent benefits, including extended health and dental coverage and matching retirement programs.

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