Project and Proposal Administrator

Application Deadline:OPEN

Position Status:Full-Time Permanent

Position Type:Existing Vacancy

Estimated Start Date:By September 1 2026

Compensation:$60000 - $80000

Hours of Work:Based on 40 hours per week.

Work Location:Peterborough Ontario

Hiring Contact
For questions about this position or the recruitment process please contact:

Stephanie Mann Human Resources Business Partner

Email:

We are seeking a Proposal and Project Administrator to support the successful delivery of Transportation and Infrastructure proposals and projects through proactive coordination organization and process execution.

This role operates at the intersection of business development and project delivery supporting the full lifecycle of proposals and providing structured coordination across active projects. The Proposal and Project Administrator is responsible for driving timelines maintaining visibility of deliverables and ensuring consistency and quality in documentation and submissions.

This position goes beyond administrative support by taking ownership of coordination processes identifying gaps and contributing to more efficient streamlined workflows that improve proposal quality and project execution supporting our One Wills approach.

Key Responsibilities

Proposal Coordination & Business Development Support

• Support the Project Manager in the full lifecycle of proposal and tender submissions (EOIs RFQs RFPs) including timelines deliverables and internal inputs.
• Establish and manage proposal schedules milestones and submission requirements.
• Support Project Manager in managing proposal kick-off meetings working sessions and internal reviews.
• Track proposal progress and follow up with team members to ensure deadlines are met.
• Compile format and quality-check proposal documents to ensure consistency completeness and alignment with corporate standards.
• Maintain and organize proposal materials including resumes project profiles templates and supporting documentation.
• Support continuous improvement by coordinating proposal debriefs and capturing lessons learned.

Project Delivery Support

• Support the Project Manager in updating project schedules deliverables and key milestones across multiple active projects and distribute to the team.
• Maintain visibility of upcoming deadlines and support teams in staying on track.
• Coordinate project meetings including agendas minutes and action tracking.
• Support communication and coordination between Project Managers technical staff and internal teams.
• Assist with project setup including initiation processes folder structures and tracking tools including ongoing ERP maintenance.
• Support project close-out activities including documentation and structured archiving.

Documentation & Quality Coordination

• Responsible for updating monthly accurate Work in Hand (WIH) numbers in consultation with Project Managers and finance.
• Prepare format and review project and proposal documentation with support from Administrative Assistant as required. (e.g. reports contracts spreadsheets presentations).
• Ensure documents meet corporate formatting branding AODA and quality standards.
• Coordinate internal QA/QC processes including document reviews and submission readiness.
• Maintain version control and document tracking systems to ensure accuracy and consistency.
• Compile appendices figures and supporting materials for submissions.

Workflow Ownership & Process Improvement

• Facilitate maintain and make suggestions to improve proposal and project coordination processes templates and tracking tools.
• Establish and maintain standardized workflows to improve efficiency and consistency across teams.
• Monitor and communicate key deadlines risks and bottlenecks to support proactive decision-making.
• Identify gaps or inefficiencies in workflows and implement practical solutions to improve execution.
• Contribute to building a more streamlined process for tracking proposals deliverables and project progress.

Tracking & Visibility (Proposals and Projects)

• Maintain centralized tracking systems for proposals including status deadlines and outcomes (wins/losses).
• Track project-level deliverables schedules and coordination activities to provide visibility across teams.
• Provide regular updates to leadership on proposal and project status.
• Support opportunity tracking and identification of upcoming proposal opportunities as required.

Operational & Team Support

• Act as a coordination hub between technical staff Project Managers and leadership.
• Support onboarding of team members by providing guidance on templates processes and tools.
• Provide backup support to other Proposal and Project Administrator Proposal and Project Administrators or Administrative Assistants as required.
• Contribute to consistency across departments through shared practices and tools.

What Were Looking For

A motivated and resourceful problem solver who is both an independent learner and a collaborative team player. You thrive on meaningful challenging work and are eager to grow your skills while contributing to projects that have a direct impact on the community. You will bring:

• 3 years of experience in a project coordination proposal coordination or similar role (preferably in a consulting or technical environment).
• Degree/diploma in business administration project management or a related field.
• Strong proficiency in Microsoft Office (Word Excel PowerPoint) Adobe and document formatting tools.
• Proficiency with project management tools (e.g. MS Project).
• Proposal writing experience an asset.
• Strong organizational and time management skills with the ability to manage multiple deadlines.
• Excellent written communication and document coordination skills.
• Strong attention to detail and commitment to quality.
• Demonstrated ability to take initiative and work independently.
• Ability to problem-solve anticipate needs and support dynamic team environments.
• General knowledge of Ontario Health and Safety Act considered an asset.

Help Win Projects. Drive Success. Build Your Career. Join Wills.

At Wills we do more than design infrastructure we help build resilient communities by delivering innovative solutions that improve the places where people live work and thrive. Behind every successful proposal and every well-executed project is a team that keeps people connected processes moving and quality at the forefront.

As part of our collaborative One Wills approach youll play an integral role in bringing projects to life from opportunity to completion. We value initiative collaboration continuous improvement and the people who make exceptional project delivery possible.

Why This Role Matters

As a Proposal and Project Administrator youll be a key contributor to both business development and project delivery. Your work ensures proposals are coordinated submissions are delivered with quality and precision and project teams stay organized informed and on track.

Youll help transform opportunities into successful projects by coordinating people timelines and information while continuously improving the processes that support our teams. Your ability to anticipate needs solve problems and create structure enables Project Managers and technical staff to focus on delivering exceptional results for our clients and communities.

What Youll Gain

• End-to-end project exposure: Experience the full lifecycle of projects from winning new work through successful project delivery and close-out.
• Professional growth: Develop expertise in proposal management project coordination quality processes and business operations within a collaborative engineering environment.
• Meaningful responsibility: Take ownership of critical coordination processes that directly influence project success and client satisfaction.
• Continuous learning: Work alongside experienced Project Managers and technical professionals while building valuable skills in planning communication and process improvement.
• Opportunity to innovate: Help shape and improve the systems tools and workflows that support project delivery across the organization.

Why Youll Love Working Here

• Flexible work arrangements that support work-life balance.
• A welcoming inclusive culture where teamwork and respect come first.
• Opportunities to learn grow and take on new challenges as your career evolves.
• Meaningful work that supports projects improving infrastructure and communities.
• Competitive compensation comprehensive benefits and performance-based bonuses.
• A collaborative One Wills culture where every role is valued and every contribution matters.

If youre a proactive coordinator who enjoys bringing structure to complexity collaborating with diverse teams and helping deliver exceptional client experiences wed love to hear from you.

Apply Today - Submit your resume and cover letter to join our team and start building your future.

We sincerely thank all candidates for their interest however please note that only those applicants selected for further consideration will be contacted. If selected for an interview please advise us if you require accommodation.

Use of Artificial Intelligence (AI)

In accordance with Ontario legislation applicants are advised that artificial intelligence may be used to support aspects of the recruitment process such as application screening or scheduling.