L7 Architecture Inc. Looking for Proposal Administrator at Edmonton, Alberta, Canada Full Time

Are you looking for an exciting opportunity to join a dynamic and growing architecture firm? Look no further than L7 Architecture! We are seeking a talented and detail-oriented Proposal Administrator to help drive our business development efforts and contribute to the overall success of our firm. As our Proposal Administrator, you will play an integral role in our success by helping to develop and submit high-quality proposals that showcase our expertise and capabilities.

Join us today and be part of a diverse team that is committed to delivering an engaging experience for our clients while creating meaningful spaces.

What We Offer

• Core value driven culture with amazing people
• Regular social events
• Collaborative / supportive work environment
• Engaging and interesting work
• Professional development opportunities through training courses and mentorship
• Diverse duties will allow for growth in a multitude of areas
• Competitive salary based on experience and qualifications
• Comprehensive benefits package
• Free parking

JOB PURPOSE

As a Proposal Administrator at L7 Architecture, you will have the ability to play an integral role in the firm’s success through the development of proposals in the pursuit of acquiring new business opportunities, and by contributing to the overall efficiency of our office environment.

This role combines the responsibilities of managing proposals administration and reception duties to ensure the smooth operation of our office and support for our business development efforts. This position requires a detail-oriented individual who possesses excellent organizational skills, strong written and verbal communication abilities, and the ability to handle multiple tasks simultaneously.

Reports to:

• Principal of L7 Architecture Inc.
• Operations Manager (Leadership Team)
• Senior Architect (Leadership Team)
• Senior Technologist (Leadership Team)
• Senior Interior Designer (Leadership Team)

Core Responsibilities

This role encompasses but is not limited to the following duties:

Proposal Administration and Coordination

• Collaborate with architects, interior designers, and project managers to prepare and submit high-quality proposals, bids, and qualifications packages
• Conduct research to identify relevant Request for Proposals (RFPs) and other business opportunities within the Architecture and Interior Design industries
• Evaluate RFPs for alignment with firm expertise, capabilities, and strategic goals
• Collaborate with leadership and management to determine the feasibility and resources required for pursuing specific RFPs
• Attend pre-proposal meetings and site visits to understand client criteria and objectives
• Develop a comprehensive understanding of client requirements, project scopes, and evaluation criteria outlined in the RFPs
• Create proposals in compliance with RFP guidelines, L7 standards, and formatting requirements
• Write engaging content that accurately reflects the firm and adheres to branding standards
• Review and proofread proposals for accuracy and compliance
• Manage proposal schedules, deadlines, and deliverables
• Coordinate with external consultants, subcontractors, and team members for proposal development (including fee requests, and definition of scope and expectations)
• Track and monitor submitted proposals, maintain records, and provide updates
• Organize and lead proposal debriefs; provide comprehensive lessons learned to be utilized for future proposals
• Analyze and document proposal outcomes, lessons learned, and best practices
• Maintain and update a centralized database of proposal materials, including project descriptions, resumes, and graphics
• Maintain structures, processes, and procedures for efficient proposal development

Customer Service and Reception

• Communicate effectively with clients and staff to maintain Company’s reputation for quality, commitment to service, and professionalism
• Answer and direct phone calls
• Greet visitors, clients, and partners in a professional and friendly manner, providing exceptional customer service
• Achieve and maintain a positive rapport with clients and staff

General Administration

• Order and maintain stock of office and kitchen supplies
• Manage incoming and outgoing mail, packages, and deliveries
• Schedule appointments, manage meeting room bookings
• Take detailed meeting minutes, when requested
• Transcribe project meeting minutes
• Provide administrative support to various departments as needed, including data entry, report preparation, and document formatting
• Assist with Social Event planning and coordination
• Coordinate and organize weekly Architectural and Interior Design Lunch and Learns for staff
• Book travel arrangements, including flights, accommodations, vehicle rentals, and reservations
• Actively participate in meetings, keeping relevant with needs of the business and the dynamics of the staff, clients, and partners

Knowledge, Skills And Abilities

While the Education and Experience outlined below are preferred, a candidate with a strong culture fit and an eagerness to learn will be considered.

Education

Post-secondary diploma or degree in Administrative, Business, Marketing, Communications, Technical Writing, English, or similar. Relevant experience may be considered in place of a diploma or degree.

Experience

2-5 years of relevant professional writing experience. Strong knowledge and skills in Adobe InDesign, and of MS Office (Word, Excel, PowerPoint, Outlook). Can learn new software quickly. Prior experience in proposal coordination and experience in the Architecture/Construction industry is an asset, but not a requirement,

Key Character Strengths

• Service oriented; always seeking to add value
• Commitment to company’s vision, purpose, and core values
• An effective communicator with strong listening, oral and written communication skills
• Excellent proofreading and a high degree of accuracy and attention to detail
• Self-motivated and results-focused
• Ability to establish and accomplish goals with limited direct supervision
• Excellent multi-tasking, coordination and organizational abilities
• Creative thinker with strong problem solving and decision making skills
• Dependable and adaptable to changing priorities
• Values individual differences; makes effort to ensure others feel welcomed and accepted
• Enjoys working in a fun, professional environment