Administration Jobs in Calgary, AB

Trotter & Morton Group of Companies are a diverse group of building trades experts offering unique and integrated construction solutions for our divisions specializing in industrial construction, commercial construction, facility services and building maintenance.

Since 1927, our skilled workforce has brought their high-quality workmanship, experience, and passion to a diverse project portfolio that includes some of Alberta and British Columbia 's most iconic structures.

At Trotter & Morton, we know we're only as good as our employees. We are looking to hire hard-working and committed individuals who will contribute to our team of experienced personnel by bringing a willingness to learn and an entrepreneurial spirit to every project. The Proposals and Legal Coordinator provides administrative and coordination support to both the business development and legal/commercial functions of the organization. This entry-level role is responsible for assisting with proposal preparation, contract review administration, bond and lien request coordination, document management, and ensuring accurate and professional submission materials. The ideal candidate is highly organized, detail-oriented, possesses strong written communication skills, and thrives in a fast-paced environment with competing priorities.

What's in it for You

• Competitive salary
• Minimum 3 weeks’ paid vacation
• Extensive benefit plan
• RRSP Matching
• Professional development and training resources
• Health and Wellness program
• Inclusive and engaging work environment
• Fun company events and barbeques

Roles and Responsibilities

• Proposal Coordination
  • Review solicitation documents, Expressions of Interest (EOI), Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and other proposal requirements.
  • Prepare proposal compliance checklists and submission schedules.
  • Set up proposal templates and organize submission documentation.
  • Maintain and update project profiles, resumes, and corporate qualification materials.
  • Assist with collecting, organizing, and formatting proposal content from internal contributors.
  • Proofread and review proposal documents for accuracy, consistency, grammar, and formatting.
  • Support the preparation and submission of proposals and qualifications packages.
  • Maintain proposal records, databases, and document libraries.
  • Assist with continuous improvement of proposal processes, templates, and content libraries.
• Legal and Contract Administration Support
  • Laise with Project Managers and legal to assist with tracking of major project milestones.
  • Coordinate and track contract review requests through the review and approval process.
  • Assist with the administration of contract documentation and related correspondence.
  • Coordinate lien requests and maintain associated records.
  • Assist with bond request processes, including gathering required documentation and tracking approvals.
  • Maintain legal and contractual files in accordance with company procedures.
  • Track deadlines and follow up on outstanding legal and contractual matters.
  • Support legal, commercial, and project teams with administrative tasks related to contracts and compliance requirements.
  • Litigation support – review of project documentation to assist with record discovery and production
• General Administration
  • Provide administrative support to business development, legal, and operational teams as required.
  • Maintain accurate electronic files and document management systems.
  • Assist with preparing reports, correspondence, and internal communications.
  • Participate in team meetings and support special projects.
  • Perform other duties as assigned.

Required Skills

• Professional, approachable and customer-service oriented
• General IT knowledge and basic networking concepts
• Honest, Strong work ethic and positive team attitude
• Attention to detail and a high degree of accuracy
• Strong oral and written communication skills
• Excellent verbal and written communication skills.
• Strong proofreading, editing, and document formatting abilities.
• High attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage multiple deadlines simultaneously.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Adobe and InDesign
• Ability to work independently and collaboratively within a team environment.
• Professional judgment and ability to maintain confidentiality.
• Experience with document management systems and proposal software is considered an asset.

Required Experience

• Previous administrative, proposal coordination, legal administration, or office experience is considered an asset.
• Entry-level candidates are encouraged to apply.
• Diploma, certificate, or post-secondary education in Business Administration, Marketing, Communications, Paralegal Studies, or a related field is preferred.
• Equivalent combination of education and experience will be considered.

We offer an excellent, competitive salary along with a comprehensive benefit package.

We firmly believe our employees are our best assets and we are committed to providing ongoing training and support to allow them to reach their full potential. Trotter & Morton Group of Companies is an industry-leader in safety, and we strive for an incident-free workplace in all aspects of our operations. If you have a strong work ethic and commitment to excellence, apply today and build a rewarding career as a member of our high-performing team.

Our Commitment to Diversity

The Trotter & Morton Group of Companies is an equal opportunity employer. We are committed to hiring talented, qualified professionals without regard to race, age, gender, or any other protected ground and to providing an environment without discrimination.

Every effort is made to provide fair and equal employment and development opportunities and to ensure that our policies regarding hiring, compensation, promotions, and transfers are based solely on skills and capabilities, job requirements, job performance, and other job-related criteria.

We thank all applicants in advance, however, we will only contact candidates selected for an interview.

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