Administrator, Proposals

Backwoods Energy Services; Edmonton; On-site; CAD 42,000 - 62,000; Full time

Job summary

Backwoods Energy Services is seeking an Administrator to provide critical administrative and coordination support for proposals, company operations, projects, and related business activities. The role involves organizing and maintaining documentation, coordinating inputs, and ensuring timely submission of materials.

The ideal candidate demonstrates exceptional attention to detail, strong communication, and proficiency with Microsoft Office and SharePoint, with the ability to manage multiple

Qualifications

• Post-secondary education in Business Administration or related field is an asset.
• Experience supporting proposals, tenders, or deadline-driven submissions is required.
• Strong proficiency with Microsoft Office, particularly Word, Excel, Outlook, PowerPoint, and SharePoint.
• Experience with electronic filing systems or document management platforms is required.

Responsibilities

• Maintain current corporate, project, and customer documentation and coordinate updates.
• Monitor deadlines, approvals, renewals, and requirements; follow up with stakeholders.
• Compile information for internal reporting, projects, and submissions (proposals, tenders, etc.).
• Support proposal and tender administration: organize requirements, templates, reviews, and submissions.
• Assist with customer and vendor registrations and information requests; upload documentation.
• Maintain records of proposals, tenders, customer submissions, and outcomes.
• Respond to routine requests and direct matters to appropriate stakeholders while handling confidential information.
• Perform additional administrative duties as assigned.

Skills

Attention to detail

Communication

Documentation

Time management

Organization

MS Office

SharePoint

Customer portals

Confidential information handling

Education

Business/Office Admin background

Tools

Microsoft Office Suite

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.