Bid & Project Administrator – ICI General Contracting
Location: Toronto, ON
Reports To: Office Manager
Compensation: $55,000 – $60,000 annual salary (dependent on experience)
Employment Type: Full-time, Permanent, In-person
Seaforth Building Group is a trusted name in ICI general contracting, specializing in projects for institutional, commercial, and industrial clients across Ontario. We have built a strong reputation for delivering high-quality projects, primarily sourcing our business through bids and tenders. With a commitment to precision, efficiency, and client satisfaction, we are seeking a detail-oriented Bid & Project Administrator to support our estimating and project management teams across the full bid lifecycle and ongoing project administration.
About This Role
The Bid & Project Administrator plays a central role in the bid lifecycle, from initial document review through compilation and final submission, while also providing project administration support post-award. This position is approximately 80% focused on bid preparation and coordination, and 20% focused on project administration. The successful candidate will be organized, deadline-driven, and comfortable coordinating input across estimating, operations, procurement, and project teams. Strong written communication, attention to detail, and the ability to manage multiple concurrent bids are essential.
Responsibilities
- Bid Lifecycle Management: Oversee the full bid lifecycle, from initial document review through coordination and final submission, ensuring adherence to client requirements and submission deadlines.
- Tender Review: Review and interpret tender packages, contracts, drawings, and project specifications to identify scope, requirements, and submission criteria.
- Bid Compilation: Compile and organize complete bid submissions, ensuring all required forms, certifications, attachments, and supporting documentation are included and accurate.
- Cross-Functional Coordination: Gather and incorporate input from estimating, operations, procurement, and project teams to develop responsive, compliant submissions.
- Vendor & Subcontractor Quotes: Review and assess vendor and subcontractor quotes for competitiveness, compliance, and completeness, and follow up on outstanding items as needed.
- Insurance & Bonding Documentation: Coordinate the timely procurement of insurance certificates (COIs), bonding certificates (bid bonds, performance bonds, and labour and material payment bonds), and other surety documentation required for bid submissions and active projects, working closely with the Company's insurance broker and surety provider.
- Prequalification Submissions: Prepare and submit detailed prequalification packages for clients, consultants, and public agencies, including the compilation of corporate documentation, project references, health and safety records, financial information, and other supporting materials as required.
- Online Tender Platforms: Track and manage active bids through online tendering platforms (e.g., Biddingo, MERX, Bids&Tenders, Bonfire) and internal systems.
- Proposal Drafting: Draft, review, and refine proposal content to ensure accuracy, compliance, clarity, and consistency with company standards.
- Market Research: Perform market research to inform and support competitive pricing strategies and bid positioning.
- Site Visits: Attend occasional site visits to develop a working understanding of project scope and conditions where required by the tender process.
- Relationship Management: Develop and maintain working relationships with vendors, subcontractors, and clients to support ongoing and future bid opportunities.
- Project Administration Support: Provide general administrative support for bidding and proposal-related documentation, including filing, tracking, and post-award handoff to project teams.
- Other Duties: Other related duties as reasonably assigned.
Requirements
- Experience: 2–4 years of experience in bid coordination, proposal administration, project coordination, or a related role, preferably within the ICI construction industry.
- Education: Post-secondary diploma or degree in construction management, civil engineering technology, business administration, or an equivalent combination of education and experience.
- Industry Knowledge: Working understanding of the bids and tenders process, construction project lifecycles, and contract documentation, particularly within institutional and commercial sectors.
- Technical Skills: Proficiency in Microsoft Office (Excel, Word, Outlook) is required. Familiarity with Sage100, Bluebeam, and online tendering platforms (Biddingo, MERX, Bids&Tenders, Bonfire) is an asset.
- Document Interpretation: Ability to read and interpret tender documents, drawings, and project specifications.
- Organizational Skills: Ability to manage multiple concurrent bids, prioritize workload, and consistently meet submission deadlines.
- Communication Skills: Strong written and verbal communication skills, with the ability to interact professionally with clients, subcontractors, vendors, and internal teams.
- Attention to Detail: Accuracy and thoroughness in reviewing bid documentation and supporting financial and procurement information.
- Schedule Flexibility: Occasional extended hours may be required around bid submission deadlines.
- Travel: Occasional site visits are required; access to a reliable vehicle and a valid Ontario driver's licence is required to perform these site-related functions. Accommodation requests will be considered in accordance with the Ontario Human Rights Code.
Why Apply?
- Be part of a well-established and growing company in the ICI construction sector.
- Engage in diverse and high-impact institutional, commercial, and industrial projects.
- Full-time, in-person role with opportunities for professional growth.
- Competitive salary, comprehensive benefits, and performance-based bonus opportunities.
- Collaborative and supportive work environment.
Equal Opportunity and Accommodation
Seaforth Building Group is an equal opportunity employer committed to diversity, inclusion, and a workplace free from discrimination and harassment. We welcome applications from all qualified candidates. Accommodation is available, upon request, for applicants and employees with disabilities throughout the recruitment, selection, and employment process, in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Applicants requiring accommodation are encouraged to advise the Company so that appropriate arrangements can be made.
Pay: $55,000.00-$60,000.00 per year
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Mileage reimbursement
- On-site parking
- Paid time off
Application question(s):
- This role requires occasional travel to sites across the Greater Toronto Area to attend site meetings and walk-throughs. Are you able to reliably travel to project sites in the GTA as required by the role?
Experience:
- tendering & bid management: 2 years (preferred)
- construction project administration: 2 years (preferred)
Work Location: In person
