Administrative Assistant & Proposal Coordinator

We're Hiring: Administrative Assistant & Proposal Coordinator Location: Mississauga, Ontario (Hybrid – 2–3 days remote per week) Employment Type: Full-Time Compensation: $65,000 – $75,000 annually, with flexibility for candidates bringing additional experience and expertise. About BuildWell Consulting BuildWell Consulting Inc. is a professional services firm specializing in Contract Administration and Inspection for transportation infrastructure projects across Ontario. We are a growing organization focused on delivering high-quality services to our clients through strong technical expertise, attention to detail, and a commitment to excellence. We are looking for a highly organized, detail-oriented, and proactive Administrative Assistant & Proposal Coordinator to join our team. This individual will play an important role in supporting our corporate operations, proposal development activities, human resources administration, and project delivery functions. This is a varied position that will provide exposure to several aspects of the business, requiring someone who enjoys taking ownership of tasks, coordinating multiple priorities, and helping keep an organization running efficiently. Key Responsibilities The successful candidate will provide administrative and coordination support across several areas of the business, including: Proposal Development & Coordination Downloading and organizing procurement and proposal documents. Establishing proposal schedules, timelines, and internal meetings. Developing and maintaining proposal templates and supporting documentation. Coordinating with subconsultants, specialists, and other external contributors. Updating employee CVs and project experience summaries. Compiling proposal submissions, coordinating document reviews, and preparing final PDF deliverables. Corporate Administration & Office Management Maintaining corporate files, records, and document management systems. Preparing and distributing corporate meeting minutes. Coordinating and ordering office supplies, equipment, and personal protective equipment (PPE). Coordinating equipment calibration, maintenance, and servicing requirements. Supporting the procurement and coordination of IT equipment. Assisting with corporate event planning, meeting arrangements, and general office coordination. Human Resources & Employee Administration Supporting employee training and professional development, including course tracking and registration. Coordinating recruitment activities, including job postings, candidate screening, and interview scheduling. Maintaining employee records and supporting general HR administration. Project Delivery & Financial Administration Support Providing periodic administrative support to project teams, including establishing initial project filing systems and document structures. Assisting with project quality control activities, including preliminary document and submission checks. Providing general administrative support to project delivery teams as required. Qualifications & Experience We are looking for someone who demonstrates: Excellent organizational and time-management skills, with the ability to coordinate multiple tasks and competing priorities. Strong written and verbal communication skills. A diligent, meticulous, and detail-oriented approach to work. A commitment to quality, consistency, and maintaining high standards. Strong computer skills and proficiency with Microsoft Office applications, particularly Word, Excel, Outlook, and PDF editing tools. The ability to work independently, take initiative, and follow through on assigned responsibilities. A professional and collaborative approach when interacting with employees, clients, consultants, and external service providers. Previous experience working for a Contract Administration Service Provider, Engineering Consulting Firm, or Construction Contractor would be considered a significant asset, but is not a requirement. Experience su…

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