Proposal Administrator

Alstar Oilfield Contractors Ltd.; Calgary; On-site; CAD 50,000 - 70,000; Full time

Benefits offered by this job

Competitive compensation

Extended health care plan

Three weeks of vacation

Group RRSP

Group Life - AD&D - Critical Illness

Job summary

Alstar Group of Companies Ltd. in Calgary is seeking a detail-oriented Proposal Administrator to keep calendars, bid logs, and documents up to date while partnering with Estimating, Procurement, and BD teams. The role emphasizes streamlining workflows through automation and AI tools in Google Workspace.

You bring 2+ years of admin experience, post-secondary education, and proficiency with Google Sheets, Docs, Drive, Gmail, and MS Office. Experience with workflow automation is a plus.

Qualifications

• 2+ years of administrative experience.
• Post-secondary education or equivalent experience.
• Proficiency with Google Workspace (Sheets, Docs, Drive, Gmail) and familiarity with Microsoft Office.
• Experience using AI tools to improve administrative tasks.

Responsibilities

• Bid & Calendar Management: Keep the Estimating Calendar, Bid Log, and Bid Portals up to date.
• RFQ & Proposal Preparation: Prepare RFQ emails and subcontractor/vendor RFPs with the estimating team.
• Bid Submissions & Clarifications: Submit bid proposals via Email, Google Drive, and Client FTP.
• Workflow Automation & AI Integration: Leverage AI and automation tools to streamline estimating workflows.
• Departmental & BD Support: Manage internal/external communications and assist in marketing materials.
• Operational Collaboration & Reporting: Document meetings, assist cross-training, and analyze bid data.

Skills

Attention to detail

Organization

Automation/AI tools

Google Workspace proficiency

Education

Post-secondary education

Tools

Google Apps Script

Workflow automation platforms

AI tools for admin tasks

Microsoft Office familiarity

Job description

Who We Are:

Alstar Group of Companies Ltd. has provided quality construction services to the oil and gas industry since 1969. Based in Calgary, with projects across Western Canada, we are leaders in turn-key new construction, maintenance, prefabrication, and modular construction services.

Who You Are:

Are you an organized, detail-oriented administrative professional who thrives in a fast-paced environment? If so, this position offers an ideal opportunity to apply your expertise. The Proposal Administrator keeps systems, schedules, and documents running smoothly, while continually looking for ways to streamline everyday workflows through automation tools

Here’s What We Offer You:

• Competitive compensation
• Total Rewards Program
• Extended health care plan including medical, dental, vision, and mental health services
• Three weeks of vacation annually
• Group RRSP
• Group Life - AD&D - Critical Illness Insurance
• Paid safety orientations
• Great company culture and environment
• Areas to grow within the organization, opportunities for growth
• Recognition of achievements and contribution

What We're Looking For From You - If This Describes You, We'd Love to Meet!

• 2+ years of relevant experience in administration.
• Post-secondary education or an equivalent combination of education and practical experience.
• Proficiency with Google Workspace (Sheets, Docs, Drive, Gmail) and familiarity with Microsoft Office.
• Practical experience using AI tools to improve administrative tasks, with examples of work completed.
• Experience with Google Apps Script or workflow automation platforms is considered an asset.
• Experience in industrial construction, fabrication, or a related industry is an asset.
• Detail-oriented with high accuracy and strong ability to prioritize tasks in a fast-paced environment.

Responsibilites

• Bid & Calendar Management: Keep the Estimating Calendar, Bid Log, and Bid Portals up to date with upcoming deadlines, project statuses, meetings, and subcontractor information.
• RFQ & Proposal Preparation: Prepare and manage Request for Quotation (RFQ) emails and subcontractor/vendor RFPs in coordination with the estimating team. Gather scopes of work, blueprints, specifications, and fill out non-cost administrative proposal forms.
• Bid Submissions & Clarifications: Submit bid proposals using Email, Google Drive, and Client FTP. Receive and route post-bid clarifications, preparing timely responses back to clients.
• Workflow Automation & AI Integration: Leverage AI and automation tools to streamline estimating workflows, reduce repetitive tasks, enhance document preparation efficiency, and maintain existing automation tools under the Estimating Manager’s direction.
• Departmental & BD Support: Handle internal and external departmental communications, keep the Estimating Administration Manual up to date, and collaborate with Business Development & Marketing on marketing documents, presentations, shareable folders, and events.
• Operational Collaboration & Reporting: Document and transcribe key estimating meetings, collaborate with Supply Chain Management (SCM), assist in cross-training team members, and conduct quarterly bid log data analysis to support continuous improvement.