Proposal and Administration Coordinator

Administrative / Administration Toronto, Ontario Oshawa, Ontario


Position at Ainsworth

If you thrive in a team-oriented workplace that challenges your skills, to drive your career development, embraces diversity and rewards innovation, with competitive pay and great employee programs, join the Ainsworth team today!


Job Summary

 Supports the organization through the development of high-quality customer proposals, various business development initiatives and the maintenance of related information, including customer profiling and opportunities, to perform the function using various business systems and tools


  • Maintain bid platforms login credentials
  • Review all bid platforms set-up to capture correct opportunities, for all Business and all regions
  • Enter all potential opportunities in SalesWays
  • Coordinate and participate in the production of responses to RFPs develop a response schedule, monitor progress, and ensure timely a response.
  • Take direct lead on specific pre-qualifications, tenders, RFPs, and RFQs as required.
  • Read the tender/RFP documents and identify the requirements
  • Initiate kick-off meeting with personnel to coordinate content for proposal
  • Coordinate and manage gaps and requirements making sure all requirements are met and response is complete on time
  • Meet all submission timeline requirements
  • Liaise with Insurance and Bonding companies to set up formal bonds, insurance certificates, Liaise with Internal departments for other bid documents as required.
  • Management of client pre-qualifications, RFPs, and tenders
  • Assist sales with presentations and sales documentation as required
  • Prepare both internal and external communications regarding important company updates
  • Maintenance of new and current customer profile, including handling duplication
  • Adhere to all company policies and procedures
  • Perform all job functions in a safe and healthful manner, abiding by and in accordance with all applicable Health, Safety and Environmental company policies and government legislation/regulations.
  • Adhere to the Company’s Quality System operating procedures.


  • Post-Secondary education
  • Excellent verbal and written communication skills of the English language complimented   with excellent grammatical, writing, and proofreading skills, along with strong attention   to detail.
  • French language is a great asset
  • Industry experience in technical trades, an asset
  • Advanced knowledge of Microsoft Office applications (Word, Excel, PowerPoint),
  • Adobe Acrobat and Adobe InDesign, One Drive, Visio, and knowledge of digital collaboration applications
  • Possess strong technical, interpersonal and communication skills. Ability to communicate effectively across all levels of the organization.
  • Experience in a supporting role, ideally with experience in developing proposals and responding to RFP / RFQ specification documents.
  • Excellent at prioritization and planning
  • Be a self-directed and enthusiastic team player with a strong motivation to succeed with minimal supervision
  • Demonstrates a high degree of creativity, autonomy, flexibility, and attention to detail
  • Outstanding interpersonal skills and possess the ability to proactively manage a wide range of personalities.
  • Able to work under pressure and adjust quickly to changing priorities


While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted.

Ainsworth is committed to building a diverse and inclusive workplace. Qualified designated group members are encouraged to apply as any reasonable accommodation of qualifications will be considered as per our Accommodation Policy, available upon request.

Ainsworth is an integrated multi-trade company, offering end-to-end services and solutions for all asset maintenance and refurbishment requirements of our customers. We are continually striving to create better and more advanced products as well as provide the highest quality service. We are rapidly growing and need talented professionals to help drive our vision at becoming the best multi-trade company in the country! Join us…. Make a difference.