Administrator, Proposals

Aecon • Toronto, ON

5d • CA$50,000 - CA$60,000

About The Position

Aecon delivers some of the most complex and impactful infrastructure projects — from transformative transportation networks to critical energy, industrial and nuclear programs. The projects we build connect communities and power future generations. With deep roots in North America and a strong footprint internationally, Aecon brings global expertise and proudly serves public and private sector clients through its Construction and Concessions segment.

Safety Always is not only our #1 core value – it is the standard that anchors our culture. We believe the most ambitious projects deserve the most committed people. At Aecon, you won’t just build your career — you’ll help build what matters to enable future generations to thrive.

At Aecon we:

Ensure you and your family receive the services and benefits needed to support your mental, emotional, and physical well-being.
Are intentional when it comes to investing in your development. We help you build your career and advance your skills through our Aecon University, tuition reimbursement, and Leadership Programs.
Are committed to creating work environments focused on mutual respect, teamwork, collaboration, and new ideas, through meaningful initiatives, training, partnerships with Veteran groups, our Aecon Women in Trades and diversity programs, as well as our Employee Resource Groups (ERGs), to ensure we are building with top talent and harnessing our collective strengths within every aspect of our culture.
Operate responsibly by managing risk, safety, and environmental considerations across all our projects and surrounding communities.

Our success is built on the passion, expertise, and dedication of our people. Together, we embrace strong execution, innovation, and continuous improvement — values that come to life through the unique talents and collaborative spirit of every team member. If you’re inspired to make a difference through future-building projects, join our best-in-class team.

What is the Opportunity?
Safer. Faster. Smarter. This is how Aecon Utilities is committed to delivering projects. Aecon Utilities is a leading North American utility infrastructure provider with a strong track record delivering safe, reliable and innovative solutions across electrical, telecommunications, pipeline distribution and renewable energy markets. With operations across North America, Aecon Utilities supports critical utility infrastructure that powers and keeps communities connected. Guided by our core value of Safety Always, we partner with clients to build the infrastructure that powers the future.
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.

Requirements

• 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.

Responsibilities

• Support proposal and RFx tracking systems, ensure 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.

Benefits

• Services and benefits needed to support your mental, emotional, and physical well-being.
• Investment in your development through Aecon University, tuition reimbursement, and Leadership Programs.
• Work environments focused on mutual respect, teamwork, collaboration, and new ideas.
• Meaningful initiatives, training, partnerships with Veteran groups, Aecon Women in Trades and diversity programs, as well as Employee Resource Groups (ERGs).
• Managing risk, safety, and environmental considerations across all our projects and surrounding communities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed