Application Deadline: OPEN
Position Status: Full-Time, Permanent
Position Type: Existing Vacancy
Estimated Start Date: By September 1, 2026
Compensation: $60,000 - $80,000
Hours of Work: Based on 40 hours per week.
Work Location: Peterborough, Ontario
Hiring Contact
For questions about this position or the recruitment process, please contact:
Stephanie Mann, Human Resources Business Partner
Email: [email protected] (mailto:
[email protected])
We are seeking a Proposal and Project Administrator to support the successful delivery of Transportation and Infrastructure proposals and projects through proactive coordination, organization, and process execution.
This role operates at the intersection of business development and project delivery, supporting the full lifecycle of proposals and providing structured coordination across active projects. The Proposal and Project Administrator is responsible for driving timelines, maintaining visibility of deliverables, and ensuring consistency and quality in documentation and submissions.
This position goes beyond administrative support by taking ownership of coordination processes, identifying gaps, and contributing to more efficient, streamlined workflows that improve proposal quality and project execution supporting our One Wills approach.
Key Responsibilities
Proposal Coordination & Business Development Support
- Support the Project Manager in the full lifecycle of proposal and tender submissions (EOIs, RFQs, RFPs), including timelines, deliverables, and internal inputs.
- Establish and manage proposal schedules, milestones, and submission requirements.
- Support Project Manager in managing, proposal kick-off meetings, working sessions, and internal reviews.
- Track proposal progress and follow up with team members to ensure deadlines are met.
- Compile, format, and quality-check proposal documents to ensure consistency, completeness, and alignment with corporate standards.
- Maintain and organize proposal materials, including resumes, project profiles, templates, and supporting documentation.
- Support continuous improvement by coordinating proposal debriefs and capturing lessons learned.
Project Delivery Support
- Support the Project Manager in updating project schedules, deliverables, and key milestones across multiple active projects and distribute to the team.
- Maintain visibility of upcoming deadlines and support teams in staying on track.
- Coordinate project meetings, including agendas, minutes, and action tracking.
- Support communication and coordination between Project Managers, technical staff, and internal teams.
- Assist with project setup, including initiation processes, folder structures, and tracking tools, including ongoing ERP maintenance.
- Support project close-out activities, including documentation and structured archiving.
Documentation & Quality Coordination
- Responsible for updating monthly accurate Work in Hand (WIH) numbers in consultation with Project Managers and finance.
- Prepare, format, and review project and proposal documentation with support from Administrative Assistant as required. (e.g., reports, contracts, spreadsheets, presentations).
- Ensure documents meet corporate formatting, branding, AODA, and quality standards.
- Coordinate internal QA/QC processes, including document reviews and submission readiness.
- Maintain version control and document tracking systems to ensure accuracy and consistency.
- Compile appendices, figures, and supporting materials for submissions.
Workflow Ownership & Process Improvement
- Facilitate, maintain, and make suggestions to improve proposal and project coordination processes, templates, and tracking tools.
- Establish and maintain standardized workflows to improve efficiency and consistency across teams.
- Monitor and communicate key deadlines, risks, and bottlenecks to support proactive decision-making.
- Identify gaps or inefficiencies in workflows and implement practical solutions to improve execution.
- Contribute to building a more streamlined process for tracking proposals, deliverables, and project progress.
Tracking & Visibility (Proposals and Projects)
- Maintain centralized tracking systems for proposals, including status, deadlines, and outcomes (wins/losses).
- Track project-level deliverables, schedules, and coordination activities to provide visibility across teams.
- Provide regular updates to leadership on proposal and project status.
- Support opportunity tracking and identification of upcoming proposal opportunities, as required.
Operational & Team Support
- Act as a coordination hub between technical staff, Project Managers, and leadership.
- Support onboarding of team members by providing guidance on templates, processes, and tools.
- Provide backup support to other Proposal and Project Administrator Proposal and Project Administrators or Administrative Assistants, as required.
- Contribute to consistency across departments through shared practices and tools.
What We’re Looking For
A motivated and resourceful problem solver who is both an independent learner and a collaborative team player. You thrive on meaningful, challenging work and are eager to grow your skills while contributing to projects that have a direct impact on the community. You will bring:
- 3 years of experience in a project coordination, proposal coordination, or similar role (preferably in a consulting or technical environment).
- Degree/diploma in business administration, project management, or a related field.
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint), Adobe, and document formatting tools.
- Proficiency with project management tools (e.g., MS Project).
- Proposal writing experience an asset.
- Strong organizational and time management skills with the ability to manage multiple deadlines.
- Excellent written communication and document coordination skills.
- Strong attention to detail and commitment to quality.
- Demonstrated ability to take initiative and work independently.
- Ability to problem-solve, anticipate needs, and support dynamic team environments.
- General knowledge of Ontario Health and Safety Act considered an asset.
Help Win Projects. Drive Success. Build Your Career. Join Wills.
At Wills, we do more than design infrastructure, we help build resilient communities by delivering innovative solutions that improve the places where people live, work, and thrive. Behind every successful proposal and every well-executed project is a team that keeps people connected, processes moving, and quality at the forefront.
As part of our collaborative One Wills approach, you'll play an integral role in bringing projects to life from opportunity to completion. We value initiative, collaboration, continuous improvement, and the people who make exceptional project delivery possible.
Why This Role Matters
As a Proposal and Project Administrator, you'll be a key contributor to both business development and project delivery. Your work ensures proposals are coordinated, submissions are delivered with quality and precision, and project teams stay organized, informed, and on track.
You'll help transform opportunities into successful projects by coordinating people, timelines, and information while continuously improving the processes that support our teams. Your ability to anticipate needs, solve problems, and create structure enables Project Managers and technical staff to focus on delivering exceptional results for our clients and communities.
What You'll Gain
- End-to-end project exposure: Experience the full lifecycle of projects, from winning new work through successful project delivery and close-out.
- Professional growth: Develop expertise in proposal management, project coordination, quality processes, and business operations within a collaborative engineering environment.
- Meaningful responsibility: Take ownership of critical coordination processes that directly influence project success and client satisfaction.
- Continuous learning: Work alongside experienced Project Managers and technical professionals while building valuable skills in planning, communication, and process improvement.
- Opportunity to innovate: Help shape and improve the systems, tools, and workflows that support project delivery across the organization.
Why You'll Love Working Here
- Flexible work arrangements that support work-life balance.
- A welcoming, inclusive culture where teamwork and respect come first.
- Opportunities to learn, grow, and take on new challenges as your career evolves.
- Meaningful work that supports projects improving infrastructure and communities.
- Competitive compensation, comprehensive benefits, and performance-based bonuses.
- A collaborative "One Wills" culture where every role is valued and every contribution matters.
If you're a proactive coordinator who enjoys bringing structure to complexity, collaborating with diverse teams, and helping deliver exceptional client experiences, we'd love to hear from you.
Apply Today - Submit your resume and cover letter to join our team and start building your future.
We sincerely thank all candidates for their interest, however, please note that only those applicants selected for further consideration will be contacted. If selected for an interview, please advise us if you require accommodation.
Use of Artificial Intelligence (AI)
In accordance with Ontario legislation, applicants are advised that artificial intelligence may be used to support aspects of the recruitment process, such as application screening or scheduling.
