Administrative Proposal Coordinator

September 28 2022
Industries Architecture, Engineering and related
Categories Sales Support,
Markham, ON

EXP’s Markham office is currently seeking an experienced Administrative Proposal Coordinator to join their Transportation team reporting to the VP of Transportation.

At EXP, we know that great experiences start with the right people. We believe that work should be challenging, and the challenge should be fun. We also believe that exponential possibilities are more likely to occur with a respectful, satisfying and empowering company. We value and respect our employees - their experience and expertise as well as their energy, passion and diversity - and their innovative approach to work and to life.

Your Challenges

Your Responsibilities

  • Work directly with the VP of Transportation.
  • Coordinate meetings and travel arrangements.
  • Edit and format reports, proposals and other technical documents.
  • Prepare and review proposals, standing offer agreement and draft proposal documents with associated forms, submission, etc.
  • Compose and distribute meeting notes, routine correspondence, and reports.
  • Perform other administrative duties such as data entry, copying, collating, faxing, filing, document retrieval, scheduling coordination of meeting rooms, ordering of lunches for meetings, mailings, information gathering, word processing, transcription and document binding, document scanning.
  • Prepare client and proposal documents as requested, including resumes/CVs, specialized tabs for proposals, letters, etc.
  • Provide backup/break coverage for the front office including switchboard/reception and customer service assistance to employees and clients of the office. This includes greeting visitors to the office and handling mail/couriers.
  • Provide back up support for other admin teams and divisions as necessary.
  • MTO R.A.Q.S (registry, appraisal, and qualification system) and knowledge is an asset.


The Skills, Knowledge and Abilities We Seek

  • Must have at least 5 years of experience in detail-orientated administrative support work.
  • Post-Secondary degree or diploma or equivalent work experience in an administrative capacity.
  • Strong people skills, and the ability to work with a wide variety of staff and clients.
  • Must have strong Microsoft Word and Excel skills. Experience in Adobe Acrobat, Bluebeam and Microsoft Power Point would be an asset.
  • Must have strong editing and proofreading ability including grammar and sentence structure.
  • Create meeting agendas and minutes.
  • Strong typing speed and accuracy.
  • Excellent communication skills.
  • Skill in preparing clear and concise reports, procedures, correspondences, and other written materials.
  • Ability to establish and maintain effective working relationships.
  • Effective time management and organizational skills.
  • Must be able to meet deadlines, well organized and able to work under pressure.
  • Ability to document existing and new processes.
  • Ability to maintain a filing system and accurate records.
  • Ability to prioritize, organize and perform multiple work assignments simultaneously.
  • Any experience in the engineering or construction industry is an asset.
Apply now!

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