Project & Proposal Administrator

About Us RJC Engineers is a well-established, employee-owned engineering firm with a broad geographic footprint and deep roots across Canada and the United States. We are leaders in structural engineering, building science, structural restoration, structural glass engineering, parking facility design, and building energy modelling. What sets us apart? Our commitment to clients, cutting-edge technology, collaborative culture, and the passion of our people. We’re driven by a purpose: to positively impact our communities and invest in our team’s growth and success. At RJC, you’ll join an inclusive, fast-paced team tackling exciting and complex projects. You’ll work alongside industry-leading experts, explore emerging technologies, and be supported in your continuous professional development. Being an RJC Professional We build our team around five key attributes:

• Creative Mindset – You bring fresh ideas, challenge assumptions, and turn obstacles into opportunities.
• Proactive Approach – You take initiative, anticipate challenges, and seek ways to create a positive impact.
• Supportive Teamwork – You foster a culture of inclusivity, respect, and collaboration, helping others succeed.
• Trusted Advice – You act with integrity, expertise, and honesty, earning the confidence of clients and colleagues.
• Lead with Purpose – You empower, support, and guide others, driving meaningful results.

Salary Range: $54,000 - $65,000 Candidate Profile This role combines the responsibilities of a Project Administrator and a Marketing Proposal Coordinator. The successful candidate will support local project teams in tracking and delivering projects, while also supporting the Regional Marketing Team with proposal production, data management, and other marketing initiatives. The focus of this position is on assisting in the execution of and communication about projects and pursuits. Strong writing skills, excellent attention to detail, proficiency with software such as Microsoft Word and Excel, and a willingness to learn new tools and processes are essential. Key Responsibilities Duties include, but are not limited to:

• Documenting project meetings, action items, and deliverables.
• Tracking project deliverables and resources using software tools and input from the project team.
• Supporting technical staff in delivering projects including word processing, coordination of deadlines, and meeting summaries
• Liaise with other Project Administrators and Marketing Coordinators to cohesively support the broader team.
• Edit, proofread and produce complex documents including proposals, engineering specifications, addendums, change orders, certificates of payment, letters and reports. Experience with document version control is an asset.
• Providing responsive, positive support to internal and external clients for marketing and proposal requests.
• Developing templates and formatting proposals, brochures, CVs, and related marketing materials using Microsoft Word and Adobe Creative Suite (including InDesign).
• Supporting RFP and pursuit tracking, including updates to pursuit tracking tools, project databases, and CRM systems.
• Preparing desktop publishing materials for proposals, presentations, brochures, and other marketing collateral.
• Receive, process, sort, file, and archive internal and external project and marketing documents (digital and hardcopy). Assist with business development initiatives and client events.
• Assist with maintaining Archive File Database (digital and hardcopy).
• Performs other administrative duties as may be assigned from time to time.

Professional Qualifications & Experience EDUCATION

• Minimum completion of High School Diploma; Post-Secondary certificate/diploma from an administrative, marketing, communications, or office management program is considered an asset

EXPERIENCE

• 1-3 years previous office experience, preferably in professional services, construction or a project-oriented environment
• 2–5 years of related experience in marketing, proposal coordination, or communications.
• Familiarity with consulting engineering and the architectural industry is an asset.

SKILLS

• Committed to client service
• Intermediate to advanced skill levels with Microsoft Word, Excel, PowerPoint and Adobe Acrobat (Experience with Microsoft Project is desirable)
• Working knowledge of database management
• Excellent written and verbal communication skills
• Focuses attention on detail and accuracy
• Customer service oriented with exceptional phone and email etiquette
• Fast learner with a desire to grow professionally and personally
• Collaborative and communicative team player, but with ability to work independently under direction
• Able to prioritize, multi-task and stay focused
• Hard worker who readily and quickly assumes responsibility, who is punctual, dependable
• Positive and respectful attitude

What RJC Offers?

• An inspiring workplace that supports its people and recognizes great work
• Stimulating, challenging projects and development opportunities to help you grow your skills and career
• Being part of a supportive and inclusive network of people that help each other reach their goals
• A comprehensive financial rewards program that recognizes your success, including eligibility for a performance-based bonus and share ownership program
• An extensive and generous benefits package including a $1000 Health Care Spending Account
• Maternity and Parental Leave Top-up Program
• Investing in your future, the opportunity to become part of an employee-owned organization and eligible for RJC’s matching Retirement Registered Saving Plan (RRSP)

Be Your Authentic Self At RJC, we are dedicated to fostering an inclusive and diverse workplace where everyone is valued and respected. We proudly embrace all individuals and believe that every team member contributes to creating a welcoming environment. At RJC, inclusivity and diversity are commitments we all share. We appreciate the interest and efforts of all applicants; however only those short-listed as candidates will be contacted. Upon request, accommodations are available for any person with disabilities participating in the selection process. Attention Staffing & Recruitment Agencies: RJC Engineers will not pay fees for recruitment activities related to the hiring of a candidate unless a written service agreement has been established between a duly authorized representative of our Corporate Human Resources department and the recruitment/placement firm. In addition, to qualify for recruitment fees, all candidate resumes must be submitted to RJC Engineers, through our Corporate Human Resources department. Resumes and profiles sent to our managers without the express agreement of our Corporate Human Resources department will not be eligible for a fee.