Administrator, Proposals

Job summary

The Administrator provides critical coordination support for proposals, projects, and business operations by maintaining documentation and monitoring key deadlines. They are responsible for compiling submission materials, organizing internal inputs, and ensuring all documentation is accurate and submitted on time.

Job details

In a highly deadline-driven environment, the Administrator provides critical administrative and coordination support for proposals, Company operations, projects, and related business activities. The role is responsible for organizing and maintaining documentation, coordinating required information and internal inputs, preparing and formatting submission materials, and monitoring key deadlines to help ensure information and documentation are complete, accurate, and submitted on time. This role requires strong attention to detail, organization, computer proficiency, and the ability to manage multiple competing priorities while effectively coordinating with employees and leaders across the organization. What you'll do Maintain current corporate, project, and customer documentation, including certifications, policies, forms, organizational information, and other frequently requested materials, and coordinate updates where information is missing, expired, or outdated. Monitor administrative deadlines, key dates, approvals, renewals, and outstanding requirements, and follow up with internal stakeholders to support timely completion. Compile, gather, and organize information and supporting documentation for internal reporting, projects, customer requirements, proposals, tenders, prequalification, expressions of interest, and other business submissions. Support proposal and tender administration by organizing submission requirements, maintaining templates and trackers, coordinating reviews, assembling and formatting documents, obtaining required approvals, and supporting final submissions. Support customer and vendor registrations, questionnaires, prequalification, portals, and routine information requests, including maintaining and uploading required documentation. Maintain records of proposals, tenders, customer submissions, and other opportunities, including pending, submitted, awarded, and unsuccessful outcomes. Respond to routine administrative requests, direct technical, commercial, contractual, or operational matters to the appropriate internal stakeholder, and maintain confidentiality when handling employee, customer, project, and business information. Perform additional and alternative administrative duties as assigned by the Employer from time to time. SKILLS & COMPETENCIES Exceptional attention to detail with a strong focus on accuracy, completeness, and document quality. Effective written and verbal communication skills with the ability to coordinate information across multiple employees, departments, and levels of the organization. Strong document preparation, formatting, proofreading, and records-management skills. Strong organizational and time-management skills with the ability to manage multiple competing priorities and fixed deadlines. Ability to prioritize work, anticipate upcoming requirements, and maintain progress on multiple concurrent submissions and administrative activities. Strong computer proficiency and the ability to learn and navigate new systems, platforms, and customer portals. Strong follow-through and the ability to proactively obtain outstanding information and documentation required to meet deadlines. Ability to work independently while recognizing when matters require escalation or input from the appropriate subject matter expert. Adaptable and able to maintain accuracy and organization during periods of changing priorities and increased workload. Sound judgment, professionalism, and discretion when handling confidential or commercially sensitive information. What You Bring Post-secondary education in Business Administration, Office Administration, Communications, or a related discipline is considered an asset. Experience supporting proposals, tenders, prequalification, customer submissions, or other deadline-driven documentation is required Strong proficiency with Microsoft Office, particularly Word, Excel, Outlook, PowerPoint, and SharePoint. Experience working with electronic filing systems, document management platforms, customer portals, or similar business systems is required.

What you’ll do

The Administrator provides critical coordination support for proposals, projects, and business operations by maintaining documentation and monitoring key deadlines. They are responsible for compiling submission materials, organizing internal inputs, and ensuring all documentation is accurate and submitted on time.

Requirements

The role requires experience in supporting proposals, tenders, or deadline-driven documentation and strong proficiency in Microsoft Office. Candidates should possess exceptional attention to detail, organizational skills, and the ability to manage multiple competing priorities effectively.

Listed skills

• Time management · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Document management
• Proposal coordination
• Attention to detail
• Time management
• Microsoft Office
• Records management
• Communication
• Data organization
• Proofreading
• Technical writing
• Project administration
• Stakeholder coordination
• Formatting
• Computer proficiency
• Deadline management
• Internal Reporting
• Document Management
• Office Administration
• Information Organization
• Professionalism
• Ability To Meet Deadlines
• Follow Through
• Administrative Functions
• Microsoft Excel
• Business Administration
• Business Systems
• Confidentiality
• Document Formatting
• Document Preparations
• Records Management
• Microsoft Outlook
• Operations
• Microsoft PowerPoint
• Microsoft SharePoint
• Time Management
• Verbal Communication Skills
• Templates
• Coordinating
• Filing
• Prioritization
• Detail Oriented

Job areas

• Administrative
• Management & Leadership
• Consulting
• Proposal Administrator
• Contracts Administrator
• Buyers
• Purchasing Agents, Except Wholesale, Retail, and Farm Products
• Buyers and Purchasing Agents