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, includin