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Administrative Assistant / Proposals Coordinator

Administrative Assistant / Proposals Coordinator

Requisition ID 
Work Location 
Department / Discipline 
Administration/Secretarial/Support Staff
Additional Work Location 
Position Type 
Staff / Permanent

Job Description

Overview / Responsibilities

Wood is currently seeking an Administrative Assistant/Proposals Coordinator to join our team in Burnaby, BC.


Key Responsibilities

  • Responsible for managing document control system, review of project data, contract and change order documentation approvals, project opening, closure and research of vendor payments, etc.
  • Prepare, edit and assemble reports, proposals, statements of qualification and PowerPoint presentations, etc.
  • Manage schedules of senior staff, arrange projects and staff meetings, and coordinate travel along with expense report documentation
  • Lead in the coordination, development and production of proposals to ensure the highest quality of information, document output including but not limited to development and update standard materials (project job descriptions and resumes), writing, graphics, document editing, content review, printing and final document assembly
    • Ensure high quality, clear persuasively written proposals, which are fully responsive to the Clients requirements
    • Establish in detail the proposed format of the proposal to reflect the Client's requirements, the agreed proposal strategy and the main themes
    • Liaise with all departments to provide the necessary information concerning their input to the proposal
    • Development of proposal pricing reflecting agreed execution strategy utilising existing pricing data and generating new data or updating as necessary
    • Ensure that scope of services is fully defined in the Proposal write-up and that the words are consistent with the basis of the estimate
  • Arrange conference room bookings and catering
  • Arrange travel, vehicle bookings, and fleet management, as needed
  • Orders and maintains office supplies
  • Take turns at reception to cover breaks, sick days and vacation
  • Ensure all company policies and procedures are adhered to

Skills / Qualifications

  • Must have a High School Diploma; Bachelors degree an asset
  • Minimum of 5 years in related field
  • Self-starter with strong oral and written communications skills including writing, strong editing and proof reading skills with knowledge of correct English usage, grammar, spelling, punctuation and vocabulary
  • Detail-oriented and proactive individual who takes ownership of work to thrives in a fast pace and deadline driven environment
  • Advanced proficiency in following software:
    • Microsoft Office Suite such as Outlook, Word, Excel, PowerPoint and Project
    • Visio
    • Adobe Acrobat Professional
    • Web enabled databases
    • Adobe InDesign
  • Able to communicate professionally with team members, and coordinate while handling simultaneous projects
  • Able to work outside normal business hours as required
  • Able to sit long periods of time without painful stress or injury

Diversity Statement

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.


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