Proposal Administrator

The opportunity:

Associated Engineering, a proudly Canadian, Employee-owned Company is seeking an experienced and dedicated  Proposal Administrator to join our team in our  Edmonton office. In this role you will be responsible for initiating, coordinating, and preparing engineering services proposals.

What we offer:

Flexible/hybrid working arrangements, depending on position

Market competitive salaries, with annual reviews

Matching company pension program, increasing over time.

Comprehensive benefits including:

Health/dental/vision coverage

Fitness allowance

Employee and family assistance programs

Mental health supports

Paid time off so that you can recharge including:

Generous paid vacation

Paid office closure over December holiday break

Industry leading paid sick time

Parental leave top up program

Ongoing support for your professional development and growth

Active Young Professional group

Formal mentoring programs

Paid professional development hours

Capacity building seminars

Engineer In Training programs

Opportunities to participate in social club activities and events

Company-wide social events

Regular lunch-and-learns

Community volunteer opportunities

An active Social Club that promotes social activities in and outside the office, and offers subsidized tickets to local events, such as the Taste of Edmonton

A centrally located office in the heart of downtown Edmonton that is easily accessible

What you’ll be doing :
Your primary focus is helping keep the business development and proposals function organized, on track, and moving. Day to day, that looks like:

Opportunity Monitoring

Help monitor RFP and tender portals daily (APC, Bonfire, MERX, Bids and Tenders, Canada Buys, municipal sites, and others) and log new postings as they appear

Screen opportunities, flag items of interest, and route to the right people

Help maintain keyword lists, notification settings, and distribution groups to keep the process running smoothly

Tracking and Proposal Management

Create and maintain the proposal register, keeping status, deadlines, assigned leads, and go/no-go decisions up to date

Help build and maintain submission calendars and trackers so the team knows what is active, what is due, and who owns what

Support regular reporting to leadership on what is in progress, submitted, won, and lost

Coordination and Follow-Up

Help schedule and support kick-off and coordination meetings, circulate agendas, and capture action items

Follow up with project managers, group and division managers to collect inputs on time

Track outstanding deliverables and flag early when deadlines are at risk

Proposal Support

Assemble proposal documents from inputs provided by technical, administrative and BD staff, checking for completeness and compliance with submission requirements

Help manage file organization and submission logistics across active pursuits

Proofread and format documents to a professional standard before submission

Tools and Continuous Improvement

Help maintain and improve the team’s BD tools, including tracking sheets, registers, and templates

Bring ideas forward on repetitive tasks that could be templated or streamlined

Stay current on emerging tools and technologies, and bring forward ideas that could make the team faster and more effective

Does this sound like you?

Relevant degree or diploma from an accredited post-secondary education institution.

1 to 2 years of administrative experienced.

Experience providing project or proposal management support is an asset.

Excellent organizational skills to handle multiple projects simultaneously and ensuring deadlines are met.

Ability to collaborate with cross-functional teams, including project managers, engineers, and marketing teams, and effectively communicate deadlines and schedules.

Reliable and able to maintain confidential information.

Strong communication and interpersonal skills.

Committed team player.

Excellent writing skills (including editing, grammar, style, spelling punctuation), editing, and proofreading skills for accuracy, quality, and messaging tailored to target audiences.

Experience working in an engineering environment, or a technical background, will be an asset.

Proficiency in MS Office. Knowledge…