Project Coordinator

Architecture49; Ottawa; On-site; CAD 55,000 - 75,000; Full time

Job summary

A leading architecture firm in Ottawa seeks a Project and Proposal Administrator to support project delivery and proposal development. The role requires strong communication and organizational skills, with opportunities for career growth. Responsibilities include coordinating proposals, assisting project management, and maintaining marketing materials. Candidates should possess a degree in a related field and familiarity with design tools. A hybrid work environment and competitive benefits are offered.

Benefits

Comprehensive benefits package

Flexible schedule

Telemedicine access

Reimbursement of professional dues

Qualifications

• Degree in marketing, communications, journalism, public relations, or equivalent experience.
• Strong written and verbal communication skills are essential.
• Experience working in a coordination or administrative capacity is an asset.

Responsibilities

• Assist with the delivery and administration of projects.
• Prepare and format project plans and reports.
• Lead and coordinate proposals in response to RFPs.

Skills

Strong written and verbal communication skills

Strong organizational skills

Time management skills

Editing and proofreading abilities

Experience in writing and storytelling

Education

Degree in marketing, communications, journalism, or public relations

Tools

Microsoft 365

Adobe Creative Suite

Microsoft Project

Job description

Project and Proposal Administrator

Ottawa

Nestled in the heart of Canada’s capital city, our region boasts a rich history and specialization in public buildings for government clients and a diverse range of community buildings across our other market sectors. Our expertise shines through in work in the Security and Defence sector. Moreover, we have been privileged to lead historical preservation initiatives including Parliament Hill, safeguarding the iconic symbols of Canadian democracy for future generations. From government facilities that foster collaboration and efficient public service delivery to community centers that enrich the lives of residents, our team in Ottawa is dedicated to creating exceptional spaces that meet the needs of our clients and the communities they serve.

Architecture49 (A49) is a growing firm with a wide range of career opportunities. Our offices, situated from coast to coast across Canada, serve distinct regions each with a local focus and sector specialties.

We value work-life balance and support continuous learning to help our employees develop their skills and expertise as they build and evolve their careers with us. We offer a comprehensive and customizable benefits package, as well as a share purchase program and RRSP matching program. We also offer flexible schedule and a hybrid work environment; competitive salaries; flexible leave days; telemedicine (24/7 access); and reimbursement of professional dues.

A49 is committed to leveraging technology as a cornerstone of our design processes, methodologies, and procedures and are looking for individuals who share our philosophy of design through technology. While experience with digital design, production and visualization tools is preferred, if you share our passion for technology in design, A49 is where the next phase of your career should begin. Within our organizational culture, we are prepared to invest and partner in your development through a comprehensive evaluation, training, and mentorship program that will empower you to utilize your expertise on projects that contribute to the growth and success of our practice, and your career.

Responsibilities

• Work with the project management team to assist with the delivery and administration of projects
• Scheduling, recording, reviewing and distributing meeting minutes
• Assisting with the formatting, review and collection of content for project plans and reports
• Collecting and organizing project documentation, project folders, and deliverables.
• Coordination, and distribution of client and stakeholder communications
• Assisting with the execution of subconsultant agreements, and client invoicing.
• Collaborate with internal team and external stakeholders to lead and coordinate timely, high-quality, and competitive proposals in response to RFPs.
• Prepare proposal qualification material and coordinate graphic and layout design for proposals that align with evaluation criteria and submission compliance.
• Monitor procurement websites and media for RFPs and future opportunities.
• Lead/ and or assist in interview preparation on shortlisted opportunities.
• Build and maintain relationships with sub-consultants, contractors, and industry experts, serving as the primary point of contact for proposal-related questions, deliverables, and requests.
• Coordinate the production of marketing documents and other materials for the Ottawa region.
• Participate in marketing and business development meetings
• Maintain and update a database of proposals and prospects.
• Manage and update the region’s project data sheets, resumes, and marketing materials.
• Liaise with A49 Communications Lead to ensure local stories, social content, and news are shared.
• Research and coordinate trade shows and conferences, including budgets, attendance, speaking roles, and sponsorships. Prepare trade show and presentation materials.

Qualifications

• Degree in marketing, communications, journalism, public relations, or equivalent experience.
• Strong written and verbal communication skills, including editing and proofreading abilities.
• Experience working in a coordination or administrative capacity as part of a project delivery team is considered an asset.
• Experience working in a deadline-driven, team-oriented environment.
• Strong organizational, time management, and technical skills
• Experience in writing and storytelling.
• Understanding of graphic design principles and use of Adobe Creative suite is preferred.
• Proficient with Microsoft 365.
• Previous experience in engineering, architectural, or professional services firms is considered an asset.
• Knowledge and experience with Microsoft project is considered an asset.
• Bilingual (English and French) is considered an asset.