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

Egis Group; Eastern Ontario; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading infrastructure company is seeking a Proposal Coordinator / Administrative Assistant in Kingston, Ontario. This role is vital for supporting the Transportation division with proposal management, scheduling, and administrative tasks. Ideal candidates will have post-secondary education in office administration, excellent communication skills, and at least 1 year of relevant experience. The position requires in-office presence 5 days a week, offering a competitive salary and benefits.

Benefits

Competitive salary

Referral bonus

Equal opportunities employer

Qualifications

• Minimum 1 year related work experience.
• Previous experience in a fast-paced environment would be an asset.
• Willingness to work in a team environment and assist team members.

Responsibilities

• Assisting with proposals, including coordination and preparation.
• Preparing Project Schedules for proposals using software.
• Daily sorting / filing of incoming project paperwork.

Skills

Excellent verbal and written communication skills

Excellent organizational skills

Time management skills

Strong customer service orientation

Ability to carry out detail-oriented tasks

Education

Post-secondary education in office administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Overview

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).

Responsibilities

• 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.