Administrator, Proposals

Backwoods Energy Services; Edmonton; On-site; CAD 45,000 - 65,000; Full time

Job summary

Backwoods Energy Services is seeking an organized Administrator to provide essential administrative and coordination support for proposals, company operations, projects and related activities.

In a deadline-driven environment you will organize documentation, coordinate inputs, prepare submission materials, monitor deadlines, and ensure information is complete, accurate and submitted on time, while maintaining confidentiality and working with leaders across the organization.

Qualifications

• Experience supporting proposals, tenders, or deadline-driven documentation.
• Strong proficiency with MS Office and document management platforms.
• Ability to coordinate information across multiple employees and departments.

Responsibilities

• Maintain current corporate, project, and customer documentation and coordinate updates.
• Monitor deadlines, approvals, renewals, and follow up with internal stakeholders.
• Compile and organize information for internal reporting, proposals, tenders, and submissions.
• Support submission administration by organizing requirements, templates, trackers, and approvals.
• Maintain registrations and routine information requests, including uploading required documentation.
• Maintain records of proposals, tenders, and outcomes.
• Respond to routine requests while handling confidential information.

Skills

Attention to detail

Communication

Document preparation

Organizational skills

MS Office proficiency

SharePoint/portals

Deadline management

Independent work

Confidentiality

Education

Post-secondary education in Business Administration or related

Tools

Microsoft Word

Excel

Outlook

SharePoint

Electronic filing systems

Job description

In a highly deadline-driven environment, the Administrator provides critical administrative and coordination support for proposals, Company operations, projects, and related business activities.

The role is responsible for organizing and maintaining documentation, coordinating required information and internal inputs, preparing and formatting submission materials, and monitoring key deadlines to help ensure information and documentation are complete, accurate, and submitted on time.

This role requires strong attention to detail, organization, computer proficiency, and the ability to manage multiple competing priorities while effectively coordinating with employees and leaders across the organization.

What you’ll do

• Maintain current corporate, project, and customer documentation, including certifications, policies, forms, organizational information, and other frequently requested materials, and coordinate updates where information is missing, expired, or outdated.
• Monitor administrative deadlines, key dates, approvals, renewals, and outstanding requirements, and follow up with internal stakeholders to support timely completion.
• Compile, gather, and organize information and supporting documentation for internal reporting, projects, customer requirements, proposals, tenders, prequalification, expressions of interest, and other business submissions.
• Support proposal and tender administration by organizing submission requirements, maintaining templates and trackers, coordinating reviews, assembling and formatting documents, obtaining required approvals, and supporting final submissions.
• Support customer and vendor registrations, questionnaires, prequalification, portals, and routine information requests, including maintaining and uploading required documentation.
• Maintain records of proposals, tenders, customer submissions, and other opportunities, including pending, submitted, awarded, and unsuccessful outcomes.
• Respond to routine administrative requests, direct technical, commercial, contractual, or operational matters to the appropriate internal stakeholder, and maintain confidentiality when handling employee, customer, project, and business information.
• Perform additional and alternative administrative duties as assigned by the Employer from time to time.

SKILLS & COMPETENCIES

• Exceptional attention to detail with a strong focus on accuracy, completeness, and document quality.
• Effective written and verbal communication skills with the ability to coordinate information across multiple employees, departments, and levels of the organization.
• Strong document preparation, formatting, proofreading, and records-management skills.
• Strong organizational and time-management skills with the ability to manage multiple competing priorities and fixed deadlines.
• Ability to prioritize work, anticipate upcoming requirements, and maintain progress on multiple concurrent submissions and administrative activities.
• Strong computer proficiency and the ability to learn and navigate new systems, platforms, and customer portals.
• Strong follow-through and the ability to proactively obtain outstanding information and documentation required to meet deadlines.
• Ability to work independently while recognizing when matters require escalation or input from the appropriate subject matter expert.
• Adaptable and able to maintain accuracy and organization during periods of changing priorities and increased workload.
• Sound judgment, professionalism, and discretion when handling confidential or commercially sensitive information.

What You Bring

• Post-secondary education in Business Administration, Office Administration, Communications, or a related discipline is considered an asset.
• Experience supporting proposals, tenders, prequalification, customer submissions, or other deadline-driven documentation is required
• Strong proficiency with Microsoft Office, particularly Word, Excel, Outlook, PowerPoint, and SharePoint.
• Experience working with electronic filing systems, document management platforms, customer portals, or similar business systems is required.