URGENT: Construction Administrative Assistant (bid management and documentation experience is required)
Application Deadline: 22 November 2025
Department: Operations
Employment Type: Full Time
Location: Toronto
Compensation: $5.00 - $6.00 / hour
Description
Review bid invitations and organize relevant documentation for submission.
Track and manage incoming bid requests through CRM or shared platforms.
Assist in preparing proposals, quotes, and other bid-related documents.
Maintain a schedule of bid deadlines and ensure timely follow-ups.
Support the estimating team with administrative and research tasks as needed.
Update and manage client and project data in the company CRM system.
Track proposal statuses, follow up with clients, and log all communication records.
Generate reports summarizing bid activity, submission rates, and outcomes.
Liaise with subcontractors, vendors, and suppliers to gather quotes and supporting documents.
Coordinate with internal departments to ensure complete and accurate proposal submissions.
Assist in compiling company prequalification packages and compliance documents.
Maintain organized digital records of bid submissions, RFP responses, and related correspondence.
Prepare weekly summaries of ongoing and completed bids for management review.
Ensure accuracy and consistency of all outgoing documents.
Hard Requirements:
2+ years of experience in construction administration, estimating coordination, or bid management.
Strong knowledge of construction terminology, proposal processes, and documentation standards.
Experience with CRM systems (e.g., HubSpot, Salesforce, or construction-specific CRMs).
Excellent written and verbal communication skills in English.
Advanced proficiency in Microsoft Excel, Outlook, Teams, and Word.
Strong attention to detail, organizational, and time management skills.
Ability to work independently and meet tight deadlines across multiple projects.
Schedule:
40 hours per week
Monday to Friday
9AM–6PM Eastern Standard Time
Offer and Benefits:
Weeks 1–6: $5 USD/hour
Weeks 6 onwards: $6 USD/hour
