Project and Proposal Administrator

Transportation and Infrastructure Division Full Time Peterborough, ON $60,000 - $80,000 CAD per year

Compensation:$60,000 - $80,000

Hours of Work:Based on 40 hours per week.

Work Location:Peterborough, Ontario

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We are seeking a Proposal and Project Administrator to support the successful delivery of Transportation and Infrastructure proposals and projects through proactive coordination, organization, and process execution.

This role operates at the intersection of business development and project delivery, supporting the full lifecycle of proposals and providing structured coordination across active projects. The Proposal and Project Administrator is responsible for driving timelines, maintaining visibility of deliverables, and ensuring consistency and quality in documentation and submissions.

This position goes beyond administrative support by taking ownership of coordination processes, identifying gaps, and contributing to more efficient, streamlined workflows that improve proposal quality and project execution supporting our One Wills approach.

• Support the Project Manager in the full lifecycle of proposal and tender submissions (EOIs, RFQs, RFPs), including timelines, deliverables, and internal inputs.
• Establish and manage proposal schedules, milestones, and submission requirements.
• Support Project Manager in managing proposal kick-off meetings, working sessions, and internal reviews.
• Track proposal progress and follow up with team members to ensure deadlines are met.
• Compile, format, and quality-check proposal documents to ensure consistency, completeness, and alignment with corporate standards.
• Maintain and organize proposal materials, including resumes, project profiles, templates, and supporting documentation.
• Support continuous improvement by coordinating proposal debriefs and capturing lessons learned.

• Support the Project Manager in updating project schedules, deliverables, and key milestones across multiple active projects and distribute to the team.
• Maintain visibility of upcoming deadlines and support teams in staying on track.
• Coordinate project meetings, including agendas, minutes, and action tracking.
• Support communication and coordination between Project Managers, technical staff, and internal teams.
• Assist with project setup, including initiation processes, folder structures, and tracking tools, including ongoing ERP maintenance.
• Support project close-out activities, including documentation and structured archiving.

• Responsible for updating monthly accurate Work in Hand (WIH) numbers in consultation with Project Managers and finance.
• Prepare, format, and review project and proposal documentation with support from Administrative Assistant as required. (e.g., reports, contracts, spreadsheets, presentations).
• Ensure documents meet corporate formatting, branding, AODA, and quality standards.
• Coordinate internal QA/QC processes, including document reviews and submission readiness.
• Maintain version control and document tracking systems to ensure accuracy and consistency.
• Compile appendices, figures, and supporting materials for submissions.

• Facilitate, maintain, and make suggestions to improve proposal and project coordination processes, templates, and tracking tools.
• Establish and maintain standardized workflows to improve efficiency and consistency across teams.
• Monitor and communicate key deadlines, risks, and bottlenecks to support proactive decision-making.
• Identify gaps or inefficiencies in workflows and implement practical solutions to improve execution.
• Contribute to building a more streamlined process for tracking proposals, deliverables, and project progress.

• Maintain centralized tracking systems for proposals, including status, deadlines, and outcomes (wins/losses).
• Track project-level deliverables, schedules, and coordination activities to provide visibility across teams.
• Provide regular updates to leadership on proposal and project status.
• Support opportunity tracking and identification of upcoming proposal opportunities, as required.

• Act as a coordination hub between technical staff, Project Managers, and leadership.
• Support onboarding of team members by providing guidance on templates, processes, and tools.
• Provide backup support to other Proposal and Project Administrator Proposal and Project Administrators or Administrative Assistants, as required.
• Contribute to consistency across departments through shared practices and tools.

A motivated and resourceful problem solver who is both an independent learner and a collaborative team player. You thrive on meaningful, challenging work and are eager to grow your skills while contributing to projects that have a direct…