Proposal Coordinator / Administrative Assistant, Transportation – On Site (Kingston, Ontario)

Egis in Canada; Eastern Ontario; On-site; CAD 45,000 - 60,000; Full time

Job summary

A Canadian engineering firm in Kingston is seeking a highly organized Proposal Coordinator / Administrative Assistant for their Transportation division. This full-time role involves coordinating proposals, managing schedules, and providing essential administrative support. Candidates should possess office administration education and strong communication skills, with a focus on teamwork and customer service. The position is on-site and offers competitive salary and benefits.

Benefits

Referral bonus

Competitive salary

Benefits for employees

Qualifications

• Minimum 1 year related work experience.
• Ability to carry out detail-oriented tasks accurately and independently.
• Willingness to work in a team environment.

Responsibilities

• Assist with proposals coordination and preparation.
• Prepare Project Schedules for proposals using Microsoft Project.
• Complete various tasks to assist Division Managers and Office Coordinator.

Skills

Excellent verbal and written communication skills

Organizational and time management skills

Customer service orientation

Detail-oriented task execution

Proficiency in Microsoft Word, Outlook, PowerPoint and Excel

Education

Post-secondary education in office administration

Job description

Company Description

Are you ready to take your career to the next level? Your future starts here. Join Egis, where your ambition meets unparalleled growth opportunities. As we continue to expand within Canada, we're looking for talented professionals like you to be a part of our innovative team. Imagine working alongside over 1,000 top-tier engineers, architects, and planners, all dedicated to shaping the future of infrastructure and development.

At Egis, your skills and aspirations will find the perfect environment to thrive. Elevate your career with us and be a driving force in our exciting journey.

Our values showcase everything we believe in:

• A Responsible Company - We care about people, and we care about our impact; acting responsibly wherever we work and whatever we do.
• A People-First Company - This is an environment of mutual respect where every team member matters, no matter who they are.
• A Creative Company - Creativity is in our DNA. This is the fuel that helps us tackle the major challenges of our time.

Job Description

We are seeking a highly organized and proactive Proposal Coordinator / Administrative Assistant to support our Transportation division. This role is crucial for ensuring the smooth operation of division activities, managing complex schedules, and providing comprehensive administrative support. The position requires to be in the office 5 days a week (location Kingston, Ontario).

• Assisting with proposals, including coordination and preparation.
• Preparing Project Schedules for proposals using software such as Microsoft Project.
• Completing various tasks to assist Division Managers and Office Coordinator.
• Assisting with invoicing on a monthly basis.
• Supporting Division Managers with financial metrics.
• Working with spreadsheets related to proposals and financials.
• Regularly updating corporate resumes.
• Providing miscellaneous word processing support for general correspondence and other materials.
• Daily sorting/filing of incoming project paperwork.
• Creating project files.
• Performing project and accounting related filing.
• Ensuring staff are following filing guidelines.
• Preparing packages for the courier.
• Assisting with office safety inspections and requirements.
• Providing onboarding assistance to new employees.

Qualifications

• Post-secondary education in office administration.
• Excellent verbal and written communication skills in English.
• Minimum 1 year related work experience.
• Previous work experience within a fast-paced environment undergoing change would be an asset.
• Excellent organizational and time management skills to respond to changing priorities and handling multiple tasks to support a large number of technical staff and managers.
• Strong customer service orientation.
• Ability to carry out detail-oriented tasks accurately and independently.
• Highly proficient on computer software applications including Microsoft Word, Outlook, PowerPoint and Excel.
• Willingness to work in a team environment, assisting team members and contributing to the overall objectives of the team.

Additional Information

Egis Canada is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients.

We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates.

This role is eligible for a referral bonus in line with the Referral Program. If you have been referred, please provide the name of the employee who has referred you at the time of your application.

At Egis, we embrace innovation to tackle challenges and utilize AI in our recruitment process under stringent ethics and compliance policies and in alignment with our values of being a Responsible Company, a People First Company and a Creative Company. Committed to diversity, growth and collaboration, we may leverage AI to support the recruitment process.