Proposal/Admin Coordinator

Proposal/Admin Coordinator

Markham, ON

At EXP, we’re driven to provide innovative solutions for the world’s built and natural environments. As a team of engineers, architects, designers, scientists, creators and a community of professionals, we bring diverse and talented people together to solve the world’s most complex challenges. Here, you join a team that leverages differences, harnesses their entrepreneurial spirit in an employee-owned company, that believes diversity is what gives us strength, seeks sustainable results and shares ambitions for each other, our clients and the communities we are part of and serve. To be a part of EXP means to have your own experience, while staying connected to a global network of professionals, who believe we are a part of something bigger. Together, we are EXP. 

Are you ready to design your future?

Be our next Proposal/Admin Coordinator!

Your work environment at EXP
In this role, you will be a part of the Transportation group, based in Markham, ON, ON office and have the opportunity to work on a variety of projects.
What a day at EXP has in store for you

• Work directly with the Vice President of Transportation
• Coordinate meetings and travel arrangements 
• Edit and format reports, proposals, and other technical documents 
• Prepare and review proposals, standing offer agreements, and draft proposal documents associated forms, submission etc.
• Compose and distribute meeting notes, routine correspondence, and reports
• Perform other administrative duties such as data entry, copying, collating, faxing, filing, document retrieval, scheduling coordination of meeting rooms, ordering of lunches for meetings, mailings, information gathering, word processing, transcription, document binding and document scanning
• Prepare client and proposal documents as requested, including resumes/CVs specialized tabs for proposals, letters, etc.
• Provide backup/ break coverage for the front office including switchboard/ reception and provide customer service assistance to employees and clients of the office. This includes greeting visitors to the office and handling mail/couriers
• Provide backup support for the other admin teams and divisions as necessary 
• Manage the full proposal lifecycle, from reviewing RFI/RFQ/RFP requests to delivering the final submission
• Create, refine, and deliver high‑quality presentations 
• Develop and maintain support material: boilerplate content, resumes, project sheets, images, testimonials
• Establish and maintain positive relationships with internal teams at all levels

What your experience looks like

• 1-4 years of administrative experience, ideally in the Engineering Consulting industry
• Excellent time management and organizational skills
• Ensures accuracy and quality through strong attention to detail
• Persistent, enthusiastic, and driven
• Excellent proficiency with MS Office (including Word, Excel, PowerPoint, Outlook, Microsoft Project, and SharePoint)
• Demonstrates strong English language skills in writing, editing, and proofreading.
• Ability to multitask and work within tight deadlines
• Experience with CRM software, especially Deltek Vantagepoint is an asset
• Flexibility to work overtime
• Excels in team‑based environments to drive collective success

This job posting is for an existing position vacancy within our organization.

The salary range for this role is between $49.4K - $69.1K. The actual compensation packages are based on several factors that are unique to each candidate, including but not limited to skill set, depth of experience, certifications, and specific work location.

About Us

With a mission to understand, innovate, partner and deliver, EXP provides engineering, architecture, design and consulting services to the world’s built and natural environments.

Our heritage dates back to 1906, when the earliest of EXP’s predecessor companies started its engineering infrastructure practice. Today, thousands of creative professionals across EXP work together to deliver extraordinary experiences year after year.

What makes us different

The passion, enthusiasm, diversity and industry-leading capabilities of our employees make us who we are. We’re committed to providing a challenging work environment that cultivates career growth, encourages creativity and rewards excellence.