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 do:

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, CanadaBuys, 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 of scheduling software, such as MS Project, and SharePoint is an asset.

About Us:

At Associated Engineering, we're passionate about not only the work we do but the communities we live and work in. Which is why sustainability is at the heart of everything we do. As a carbon neutral company since 2009, we help shape resilient and sustainable communities across Canada.

As a Platinum Member of Canada’s Best Managed Companies since 2008, we take pride in nurturing a workplace where people thrive. We are an employer of choice providing our people with a supportive, collaborative, engaging and dynamic place to build a career, while bringing inspiration and innovation to our work.

Our company culture is shaped by:

• Growth and development of our employees  – chart your career course, whatever stage you are at! 
• A broad variety of meaningful work that supports local communities  – we are a medium-sized company working on significant projects, helping to shape communities!
• We care, we commit, we create  – our promise to both clients and each other!

What’s next?  

Ready to make an impact? Join a company that values your ideas, invests in your growth, and empowers you to shape the future. Apply today!

Want more information?

AE is an Equal Opportunity Employer and encourages women, Indigenous peoples, persons with disabilities, members of visible minorities, and members of the LGBTQ+ community to apply. For applicants with disabilities, accommodations are available upon request for candidates taking part in all aspects of the selection process. We are also committed to protecting the privacy of your personal information and as such, it will be used for recruitment and employment purposes only.