Proposal Admin

We are looking for a Proposal Administrator!

The HIDI Group is an employee owned, multi-disciplinary consultancy committed to delivering world-class solutions and unparalleled service. HIDI has grown to become a leading firm with over 150 employees nationally, with offices located in Toronto, Ottawa and Calgary. We offer a full suite of in-house building service expertise through eight integrated disciplines – Mechanical Design, Electrical Design, Plumbing Design, Lighting Design, Communications & Audiovisual (AV), Security, Commissioning and Energy Services.

HIDI's corporate reputation for providing high quality services with integrity has earned us the trust of our clients, and our people. When you join us, you will find an environment where open dialogue and innovative thinking are highly encouraged. We believe that challenging you with a diversity of assignments ensures that you can develop your skills and grow rapidly.

The Role

The Proposal Administrator plays a key role in supporting HIDI's business development efforts by coordinating the preparation, production and submission of high-quality proposals, qualifications packages and related marketing materials.

Working closely with our technical teams and Principals, you will help ensure proposal submissions are accurate, professional, visually consistent, compliant with client requirements and delivered on schedule.

In addition to proposal coordination, this role will provide administrative support to our Toronto office, including reception coverage during breaks and vacations. The successful candidate is highly organized, adaptable, customer-service focused and enjoys balancing multiple priorities in a collaborative environment.

Responsibilities

Proposal Coordination

• Coordinate the development, preparation and submission of proposals, Requests for Qualifications (RFQs) and Requests for Proposals (RFPs)


• Review proposal documents to identify submission requirements, evaluation criteria, deadlines and mandatory deliverables


• Develop proposal schedules and coordinate internal deadlines with technical teams and proposal contributors


• Track proposal progress and proactively follow up with contributors to ensure deadlines are met


• Assemble, edit and format proposal documents to ensure consistency, professionalism and compliance with client requirements


• Perform final quality assurance and proofreading reviews prior to submission


• Maintain proposal templates, project profiles, resumes and supporting marketing materials


• Maintain proposal tracking logs and assist with opportunity tracking


• Coordinate proposal kick-off meetings and document reviews


• Support the continuous improvement of proposal processes, templates and resources

Office Administration & Reception Support

• Provide reception coverage during scheduled breaks and vacations


• Welcome clients, visitors and vendors in a professional and courteous manner


• Assist with meeting room bookings and meeting set-up as required


• Support office events, client meetings and internal functions


• Maintain electronic filing systems and proposal libraries


• Assist with maintaining client and project information


• Perform other administrative duties as assigned
  

What You Bring

• Diploma or degree in Business Administration, Marketing, Communications or a related field is preferred


• 2–5 years of experience in proposal coordination, administration or office support


• Experience within engineering consulting, architecture, construction or professional services is considered an asset


• Advanced proficiency in Microsoft Office Suite, particularly Word, PowerPoint, Excel and Outlook


• Strong document formatting, editing and proofreading skills


• Excellent written and verbal communication skills


• Exceptional attention to detail and a commitment to producing high-quality work


• Strong organizational and time management skills with the ability to manage competing deadlines


• A collaborative and team-oriented approach


• Adaptable, proactive and comfortable working in a fast-paced environment


• A high degree of professionalism and discretion

The HIDI Group is an equal opportunity employer and is committed to providing an inclusive workplace that is barrier-free and accessible employment practices in compliance Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If contacted for an employment opportunity, please advise Human Resources if you require an accommodation and we will work with you to meet your needs. 

Please note that due to the volume of applicants only those who will be considered for an interview will be contacted.