Administrator, Proposals and Safety

Canacre USA, LLC • Scottsdale, AZ

3d

About The Position

The Administrator provides coordination and administrative support across Canacre's business development, project setup, and safety functions. This role supports the Proposals team in developing, producing, and submitting competitive proposals; opens new project numbers and reviews/audits project setups to ensure accuracy across Canacre's systems; and compiles and presents safety information for internal reporting, leadership, and clients. The successful candidate is highly organized, detail-oriented, and comfortable managing a variety of administrative tasks across multiple teams, systems, and deadlines.

Requirements

• Associate's or Bachelor's degree in business administration, communications, or a related field, OR equivalent combination of education and relevant administrative experience.
• Minimum 2-3 years of relevant administrative experience, preferably supporting proposals, project controls, or safety functions within the engineering, construction, energy, or environmental consulting industries.
• Proficiency in Microsoft Office suite (Excel, Word, PowerPoint, Outlook).
• Strong organizational skills with the ability to manage multiple concurrent deadlines across teams.
• Strong written and verbal communication skills.
• Discretion and sound judgment when handling confidential business and safety information.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Valid driver's license.

Nice To Haves

• Experience with project setup or financial/ERP systems is preferred.
• Experience with CRM software (Salesforce preferred) is an asset.
• Experience supporting safety reporting or compliance documentation is an asset.
• Familiarity with OSHA and other workplace safety documentation practices is a plus.
• Experience with ArcGIS or Google Earth (KML/KMZ) is considered an asset.
• OSHA 10 Certification, or the ability to obtain within 30 days of start of employment, is a plus.

Responsibilities

• Support the development, coordination, and submission of proposals, qualification statements, and RFP/RFI/RFQ/SOQ responses in accordance with Canacre's proposal processes and templates.
• Maintain and update proposal templates, boilerplate content, resumes, and project experience summaries in the corporate content library.
• Coordinate proposal production tasks including formatting, branding, printing, binding, and electronic submission through client and procurement portals.
• Track proposal calendars and submission deadlines; send reminders to contributors and follow up on outstanding inputs.
• Assist with compiling qualifications packages, statements of qualifications (SOQs), and pre-qualification submittals.
• Support supplier and vendor registrations on client and government procurement portals.
• Maintain the proposal tracking log and pipeline records within Canacre's CRM (e.g., Salesforce).
• Assist with post-submission debrief documentation and lessons-learned files.
• Open new project numbers in Canacre's project management and financial systems upon contract award or work authorization.
• Coordinate with Business Development, Operations, and Finance to gather the information required for project setup, including scope, budget, client billing terms, and WBS/task structure.
• Support periodic audits of existing project setups to confirm internal processes are being followed correctly.
• Compile safety data, metrics, and incident/near-miss reports from field teams and project sites for internal and client reporting.
• Prepare safety presentations, dashboards, and summary reports for leadership, the Safety Committee, and client safety reviews.
• Assist in tracking completion of new hire safety orientations, training, and certifications across the organization.
• Maintain safety documentation, including project-specific safety plans, audits, and site visit reports, ensuring records are current and properly filed.
• Support coordination of safety meetings and events, including scheduling, materials preparation, and distribution of meeting notes.
• Assist with gathering and organizing information for proposal safety sections, safety qualification submittals, and client safety questionnaires.
• Provide general administrative support to the Proposals, Business Development, and Environmental teams, including scheduling, correspondence, and file management.
• Maintain and organize shared drives, CRM, and content management systems to ensure information is current and accessible.
• Assist with the preparation of internal reports, meeting notes, and presentations as requested by leadership.
• Support onboarding administration for new employees, including coordination with HR on required documentation.
• Perform other duties as assigned that support Canacre's business development, project delivery, and safety objectives.

Benefits

• Competitive Compensation
• Comprehensive Health Coverage - Multiple Medical, dental & vision plans with 100% preventive care
• 24/7 telehealth (Teladoc)
• Employee Assistance Program (EAP)
• Company-funded HSA and pre-tax savings options
• 401(k) Retirement Plan
• No-cost Short- and Long-term Disability
• Employer-paid basic Life & AD&D Insurance
• Paid Time off (PTO) and 10 Paid Holidays
• Paid Parental leave
• Education Reimbursement and Professional Development
• Employee discount program and optional insurance offerings: Identity Theft Protection, Accident Insurance, Voluntary Life (spouse and child), Critical Illness, Hospital Indemnity, Pet Insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree