Proposal Administrator

Entuitive; Toronto; On-site; CAD 52,000 - 80,000; Full time

Job summary

A leading consulting engineering firm is seeking a Proposal Administrator to support business development efforts. The role involves managing procurement opportunities, maintaining bid pipelines, and collaborating with internal teams. Ideal candidates will have experience in office administration and strong organizational skills. This position requires in-office presence three days a week, fostering collaboration and strong relationships within the team.

Qualifications

• 1-2 years experience in office administration or business development.
• Experience in Architecture, Construction, Consulting, or Engineering preferred.

Responsibilities

• Conduct procurement opportunities and verify alignment with services.
• Maintain organized bid pipeline and manage submissions.
• Support Business Development with scheduling and reporting.

Skills

Communication

Organizational Skills

Analytical Skills

Education

Office Administration

Tools

Microsoft Office Suite

CRM systems

Bid management tools

Adobe Creative Suite

Job description

We are purpose-led and passion-fueled consulting engineers who design for a sustainable future!

Located across 6 offices, we behave as a single entity - sharing knowledge, successes, and challenges as one. For us, that means the right person will always be placed on the right job, no matter which office they sit in. This allows us to put our clients first and deliver on their needs. Our mission is that by 2030, Entuitive will reflect the diversity of the societies in which we live and work.

What is the Opportunity?

Based in Calgary (willing to consider Toronto or Ottawa), the Proposal Administrator reports to the Proposal Team Manager. The role supports the proposal and business development (BD) enablement teams in maintaining organized information, sourcing new opportunities, and supporting the firm's business development efforts through administrative support.

What will you do?

• Daily and proactively conduct procurement (Bid) opportunities and solicitation searches and verify the opportunity alignment against Entuitive's service offerings and business goals
• Maintain an organized bid pipeline with opportunity tracking, file management, email coordination and submission requirements
• Maintain internal distribution lists for Canada and USA

· Maintain registrations, payments, and corporate information on all procurement platforms.

• Support Business Development Regional Representatives with scheduling meetings, and the preparation of meeting minutes
• Weekly reporting and tracking on outgoing submissions and award status
• Work with internal teams and the AI group to evaluate AI tools and recommend efficiencies in bid mining and data management
• Support for the tracking of business development related events and conferences, client appreciation events, charitable donations, sports tickets, holiday gifts and other social events
• Support our Proposals Team with preparing credentials, fee letters and subconsultant proposals.
• Support the maintenance and update of company assets (i.e. resumes, project sheets)
• Support internal document management to maintain up-to-date information (such as licenses, insurance, policies, financial reports, etc.)

Why Entuitive?

We are purpose-led and passion-fueled consulting engineers who design for a sustainable future!

Located across 6 offices, we behave as a single entity - sharing knowledge, successes, and challenges as one. For us, that means the right person will always be placed on the right job, no matter which office they sit in. This allows us to put our clients first and deliver on their needs. Our mission is that by 2030, Entuitive will reflect the diversity of the societies in which we live and work.

What is the Opportunity?

Based in Calgary (willing to consider Toronto or Ottawa), the Proposal Administrator reports to the Proposal Team Manager. The role supports the proposal and business development (BD) enablement teams in maintaining organized information, sourcing new opportunities, and supporting the firm's business development efforts through administrative support.

What will you do?

• Daily and proactively conduct procurement (Bid) opportunities and solicitation searches and verify the opportunity alignment against Entuitive's service offerings and business goals
• Maintain an organized bid pipeline with opportunity tracking, file management, email coordination and submission requirements
• Maintain internal distribution lists for Canada and USA

· Maintain registrations, payments, and corporate information on all procurement platforms.

• Support Business Development Regional Representatives with scheduling meetings, and the preparation of meeting minutes
• Weekly reporting and tracking on outgoing submissions and award status
• Work with internal teams and the AI group to evaluate AI tools and recommend efficiencies in bid mining and data management
• Support for the tracking of business development related events and conferences, client appreciation events, charitable donations, sports tickets, holiday gifts and other social events
• Support our Proposals Team with preparing credentials, fee letters and subconsultant proposals.
• Support the maintenance and update of company assets (i.e. resumes, project sheets)
• Support internal document management to maintain up-to-date information (such as licenses, insurance, policies, financial reports, etc.)

Requirements

• Minimum 1-2 years of experience working within a office administration, business development, proposal, and/or procurement team is required.
• Experience working in the Architecture, Construction, Consulting and/or Engineering industry is strongly preferred.
• Excellent written and verbal communication skills
• Strong organizational, attention to detail, and analytical skills
• Familiarity with public procurement processes and platforms (e.g., SAM.gov, state portals, municipal bid boards)
• Ability to work independently and manage multiple priorities in a fact-paced environment
• Proficient in Microsoft Office Suite, CRM systems, and bid management tools. Adobe Creative Suite is an asset
• Ability to work overtime, if required.

Benefits

How does collaboration happen?

All positions require in-office presence 3 days a week. Building strong relationships and collaborating internally is important to us! Collaborate virtually for the remainder of the week.

What does the application process look like?

At Entuitive, we value human-centric evaluation and do not use AI for screening or recruitment processes. The selection process may include an initial phone screening with our Talent Acquisition Specialist, followed by in-person interviews and assessments, as needed. Successful candidates will then proceed to reference and background checks before receiving a job offer.

Entuitive will ensure that reasonable accommodations are made to persons with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

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Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Information Technology

• Industries

  Non-profit Organizations and Primary and Secondary Education

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