Project Administrator and Proposal Coordinator – 2024031225

at  Thurber Engineering Ltd

Thurber Engineering Ltd. provides environmental, geotechnical, and materials engineering and testing services. With more than 65 years of experience, we are consistently recognized for the quality of our work, our people, and for conducting our business with integrity.
Our Calgary office is seeking an experienced Project Administrator and Proposal Coordinator to join them on a full-time basis.

POSITION SUMMARY:

The Project Administrator and Proposal Coordinator position is responsible to assist in the coordination of project activities, schedule management, and document creation and control. The position works closely with Project Managers and their project team, therefore strong communication and collaboration skills are essential.

SKILLS AND EXPERIENCE:

• 3+ years of proven work experience as a Project Administrator preferably within the construction and/or engineering field
• Experience with BST 10 or other accounting software is an asset
• Strong accuracy and attention to detail is required
• 3+ years of proven experience in Communications is an asset
• Degree in Administration, English, Communications, Marketing, or equivalent is an asset
• Proficient in Microsoft Office; Outlook, Word, Excel, PowerPoint & Teams
• InDesign experience is an asset
• Excellent writing skills
• Adaptable to change and comfortable working in a fast-paced environment.

Project Administration

• Document control, utilizing processes and systems to ensure documents are reviewed and processed accurately and efficiently
• Collaborate and keep the lines of communication open within the team
• Maintain project-specific physical, and digital filing systems
• Track project and employee/sub-contractor work rotations
• Compile and report statistical safety data to Sr. Health and Safety Leader
• Coordinate project training requirements with Sr. Health and Safety Leader
• Track project and employee/sub-contractor safety training certifications/orientations
• Collect and vet daily timesheets, resolving timesheet discrepancies with the Project Manager
• Compile and prepare project progress summaries
• Book project meetings, prepare agendas, attend, take minutes, and prepare meeting minutes
• Assist with project budget control and change order management
• Assist with project field execution logistics including:
• Book and update field travel and accommodations for project work
• Manage field equipment administration (i.e. GPS devices, etc.)
• Arrange rental vehicles
• Book and track drug and alcohol testing

Proposals

• Create professional documents following Thurber branding guidelines for proposals, utilizing both Word and In-Design
• Support medium and large-scale pursuits by developing draft proposals, facilitating proposal reviews, formatting and assembling proposal submissions, and providing quality review to ensure RFP (Request for Proposal) compliance
• Update/customize resumes, personnel bios, and project descriptions
• Maintain branch project profile library, including interviewing project leaders and writing project summaries for major projects
• Help develop and maintain proposal content library

Communications and Marketing

• Manage branch intranet page, creating, maintaining, and updating branch page navigation and content.
• Develop marketing materials including brochures, flat sheets, presentations
• Support Corporate Marketing and Communications Lead as needs arise
• Other duties as required.