Administrator, Proposals

Location:

Toronto, ON, CA

Administrator, Proposals
Under the supervision of a Proposal Manager or Proposal Supervisor, the Sr. Administrator, Proposals provides senior-level administrative and operational support to the proposal function. This role is responsible for maintaining proposal systems, trackers, records, and submission logistics that enable proposal teams to work efficiently, accurately, and consistently.

The Sr. Administrator operates independently within established processes and serves as a trusted operational resource for proposal leaders and coordinators. This role is well suited to an experienced administrator who excels in structure, accuracy, and process discipline.

Responsibilities

Support proposal and RFx tracking systems, ensuring accurate entry, updates, and maintenance of opportunity data, deadlines, and submission status.

Coordinate and submit basic prequalification packages and client registrations, ensuring accuracy, completeness, and compliance with submission requirements.

Maintain and update records of client registrations, prequalification statuses, and required documentation.

Conduct outbound outreach to clients or procurement contacts to confirm bid activity, including whether opportunities are actively being pursued or quoted.

Document client responses and update tracking systems to reflect pursuit status and next steps.

Escalate unclear or conflicting client information to proposal or business development leads for direction.

Maintain proposal file structures, document control standards, and version management in SharePoint and designated bid platforms.

Support proposal records management, including bid logs, submission archives, and lessons‑learned repositories, ensuring audit-ready documentation.

Support proposal production and submission logistics for hard copy deliveries, including confirmations and deadline tracking, under direction from proposal leads.

Perform administrative and formatting checks on proposal library documents to ensure templates, naming conventions, and file standards are followed.

Support and/or coordinate the logistics of meetings or events under the direction of proposal leadership, including scheduling, invitations, material preparation, and follow‑up tracking.

Maintain and organize proposal content libraries by uploading, tagging, and archiving materials in accordance with established standards.

Act as a point of continuity across pursuits by maintaining consistent processes, tools, and records regardless of proposal team or size.

Identify recurring administrative issues or inefficiencies and recommend process improvements to proposal leadership.

Qualifications

2–4 years of experience in proposal administration, project administration, or a similar operational support role.

Strong ability to work independently within structured processes and established governance.

Exceptional attention to detail and accuracy, particularly in document control and deadline-driven environments.

Proficiency in Microsoft Word, Excel, and SharePoint; experience supporting bid portals (e.g., Merx, Biddingo, Ariba) is an asset.

Experience in Microsoft Dynamics considered an asset.

Strong organizational and time-management skills with the ability to manage multiple concurrent priorities.

Clear written and verbal communication skills for coordinating with proposal teams and stakeholders.

Demonstrated reliability, discretion, and professionalism when handling sensitive bid information.

The expected pay range for this role is $50,000 - $60,000 per year.

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner. Through the implementation of the requirements of the ACA and its applicable regulations, appropriate accommodations will be provided upon request throughout the interview and hiring process.

As part of our commitment to fair and transparent hiring practices, Aecon may use artificial intelligence (AI) tools to assist in screening and reviewing candidates. These tools are applied responsibly and in accordance with applicable privacy laws and Aecon’s AI Usage Policy. All final decisions are made by qualified Aecon team members.

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