Proposals Administrator

Joining Arup  

Arup’s purpose, shared values, and collaborative approach has set us apart for over 75 years, guiding how we shape a better world. 

We are looking for a Bilingual Proposals Administrator in Toronto to assist with marketing and business development activities across Canada in a 6-month contract position.

The marketing team operates in a collaborative environment, working together and supporting senior members locally and throughout the Americas region in ongoing marketing and business development initiatives!

This role will require you to be reviewing and distributing information from procurement portals, maintaining proposal lead databases, and conducting market research for project leads!

The opportunity  

The Bilingual Proposals Administrator will collaborate closely with the marketing team and technical staff. The ideal candidate is diligent, organized, and comfortable working in a fast-paced setting. Responsibilities as detailed below:

• Perform targeted searches for EOIs, RFPs, and RFQs via online procurement portals (e.g. MERX, Ariba, Biddingo, Bids and Tenders, etc.).

• Review and distribute relevant RFX documentation and requirements to key individuals.

   

• Continuously monitor procurement portals for amendments, Q&A documents, and any updates pertinent to proposal submissions.
• Organize and handle data within a centralized database and customer relationship management (CRM) for comprehensive opportunity tracking.
• Conduct online research into relevant markets to identify potential project leads.
• Set up and maintain standardized network folders and proposals libraries for all bids, ensuring adherence to existing operation procedures (e.g. consistent naming conventions, folder structures, and filing protocols).

• Ensure adherence to internal processes and standards in all work, maintaining detailed audit trails to support traceability for Go/No-Go decisions

   

   

You will have the opportunity to do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.  

Is this role right for you?

• High school diploma or equivalent experience; post-secondary education in business administration or marketing is an asset.
• Fully bilingual in English and French ((speaking, reading, writing).
• 1–3 years of experience in an administrative or support role, preferably in a marketing or proposals environment.
• Demonstrated strong organizational and time management skills.
• A passion for maintaining task organization and driving deliverables forward.
• Ability to organize, prioritize, and manage multiple deadlines with strong attention to detail
• Validated ability to work effectively within a team environment and communicate and collaborate with staff at all levels.
• Capacity to work independently with minimal or no supervision and take ownership of tasks.
• Proven expertise with Microsoft Office Suite
• Familiarity with CRM or proposal management tools is an asset.
• Familiarity with the A/E/C industry would be considered an asset.

Please note that all applicants must apply directly via the job portal. If this role is not quite what you are looking for but you are interested in other opportunities for a future with purpose, please sign up to our Talent Community where you will be kept up to date with roles suitable for you to shape a better world.

What we offer you 

At Arup, we care about each member’s success, so we can grow together. 

Guided by our values, we provide an attractive total reward package that recognizes the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.  

We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.  

Benefits at Work - At Arup, we have a comprehensive and valuable benefits program that works for our employees and their families. These are 100% paid for by Arup except for optional life insurance. These benefits provide health and welfare security for you as well as paid time off for rest and renewal. Our Global Profit Share Plan (paid bi-annually) provides an opportunity for you to share in the success of the Firm. As a valued employee of Arup, you can also choose to participate in our GRRSP 5% company match to help you save for your future. 

Flexible Working - We believe that flexible arrangements create a more inclusive way of working that supports our diversity and the wellbeing of our people. Options for alternative schedules and the ability to work outside of the office for a portion of your workweek are available.  

Toronto Hiring Range – Hiring Range - The good faith base salary hiring range for this job if performed in Toronto is $60,000 to $65,000 per year. This range is commensurate with experience, educational background, and skill level. Benefits are not included in the base salary. Please note hiring ranges for candidates performing work outside of Toronto will differ.  

Different people, shared values 

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.  

Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.  

Our Toronto office is located on ceded and unceded lands of many nations including the Mississaugas of the Credit, the Anishinabewaki, and the Haudenosaunee (hoe-dee-no-SHOW-nee). We acknowledge this land and its people to build a shared understanding of how our collective past brings us to where we are today. Through our ever-developing commitments, we strive to strengthen our relationships with this land, its people, and its treaties to shape a better, more inclusive world.    

Our Application Process  

We will be reviewing our candidates for this position on a rolling basis. Once you have applied you will be evaluated and potentially moved on to the next round, at which point a member of the talent resourcing team will reach out to you directly. 

Arup is an equal opportunity employer and will consider applications from all qualified individuals. Every job applicant will be treated equally, fairly and with respect regarding race, colour, ancestry, sex, gender identity or expression, sexual orientation, pregnancy, civil status, age (except as provided by law), creed/religion, political convictions, language, ethnic or national origin, disability/handicap, pardoned record of offences, social condition (marital or family status, receipt of social assistance), and any other ground protected by the applicable human rights legislation.

Stay safe online. Recruitment fraud is on the rise, and Arup’s name, logo, and branding have been used in fraudulent job advertisements. Arup will never ask for bank information as part of our recruitment process.  

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