Administrator, Proposals

What is the Opportunity?

Safer. Faster. Smarter. This is how Aecon Utilities is committed to delivering projects. Aecon Utilities is a leading North American utility infrastructure provider with a strong track record delivering safe, reliable and innovative solutions across electrical, telecommunications, pipeline distribution and renewable energy markets. With operations across North America, Aecon Utilities supports critical utility infrastructure that powers and keeps communities connected. Guided by our core value of Safety Always, we partner with clients to build the infrastructure that powers the future.

Under the supervision of a Proposal Manager or Proposal Supervisor, the Sr. Administrator, Proposals provides senior‑level administrative and operational support to the proposal function. This role is responsible for maintaining proposal systems, trackers, records, and submission logistics that enable proposal teams to work efficiently, accurately, and consistently.

The Sr. Administrator operates independently within established processes and serves as a trusted operational resource for proposal leaders and coordinators. This role is well suited to an experienced administrator who excels in structure, accuracy, and process discipline.

What You'll Do Here:

• Support proposal and RFx tracking systems, ensure accurate entry, updates, and maintenance of opportunity data, deadlines, and submission status.
• Coordinate and submit basic prequalification packages and client registrations, ensuring accuracy, completeness, and compliance with submission requirements.
• Maintain and update records of client registrations, prequalification statuses, and required documentation.
• Conduct outbound outreach to clients or procurement contacts to confirm bid activity, including whether opportunities are actively being pursued or quoted.
• Document client responses and update tracking systems to reflect pursuit status and next steps.
• Escalate unclear or conflicting client information to proposal or business development leads for direction.
• Maintain proposal file structures, document control standards, and version management in SharePoint and designated bid platforms.
• Support proposal records management, including bid logs, submission archives, and lessons‑learned repositories, ensuring audit‑ready documentation.
• Support proposal production and submission logistics for hard copy deliveries, including confirmations, and deadline tracking, under direction from proposal leads.
• Perform administrative and formatting checks on proposal library documents to ensure templates, naming conventions, and file standards are followed.
• Support and/or coordinate the logistics of meetings or events under the direction of proposal leadership, including scheduling, invitations, material preparation, and follow‑up tracking.
• Maintain and organize proposal content libraries by uploading, tagging, and archiving materials in accordance with established standards.
• Act as a point of continuity across pursuits by maintaining consistent processes, tools, and records regardless of proposal team or size.
• Identify recurring administrative issues or inefficiencies and recommend process improvements to proposal leadership.

What You Bring to The Team:

• 2–4 years of experience in proposal administration, project administration, or a similar operational support role.
• Strong ability to work independently within structured processes and established governance.
• Exceptional attention to detail and accuracy, particularly in document control and deadline‑driven environments.
• Proficiency in Microsoft Word, Excel, and SharePoint; experience supporting bid portals (e.g., Merx, Biddingo, Ariba) is an asset.
• Experience in Microsoft Dynamics considered an asset.
• Strong organizational and time‑management skills with the ability to manage multiple concurrent priorities.
• Clear written and verbal communication skills for coordinating with proposal teams and stakeholders.
• Demonstrated reliability, discretion, and professionalism when handling sensitive bid information.

The expected pay range for this role is $50,000 - $60,000 per year.

Individual pay is determined based on several factors, including work location, education, experience, unique skills and job conditions. Other considerations may include certifications, specialized training, and the complexity or scope of the role.