Posted 8 days ago
Proposal Administrator
@ Alstar Group
Calgary, Alberta
Overview
Alstar Group is hiring a full-time Proposal Administrator to keep the estimating calendar, bid log, and bid portals current and to prepare RFQs and bid submissions. The role also covers workflow automation and AI-assisted document preparation. The posting asks for 2+ years of administrative experience and proficiency with Google Workspace.
Responsibilities:
- Keep estimating calendar, bid log and bid portals current
- Prepare RFQs and subcontractor RFPs with the estimating team
- Submit bids and route and answer post-bid clarifications
- Automate estimating workflows with AI and automation tools
- Support departmental communications and BD marketing documents
Requirements summary:
- 2+ years of administrative experience
- Post-secondary education or equivalent experience
- Proficiency with Google Workspace and Microsoft Office
- Practical AI tool experience with examples of work
- Google Apps Script or automation experience is an asset
- Industrial construction or fabrication experience is an asset
Tools & skills
Benefits mentioned
Source and dates
Employer career site / ATS feed · bamboohr
- Employer posting date
- 2026-10-29
- First seen by our source
- 2026-10-15
- Source record updated
- 2026-10-30
These dates describe the source record, not a live verification that the employer is still hiring. Check the original posting.
Job details
| Seniority | Mid level |
| Department | Administrative |
| Experience | 2+ years |
| Hours per week | 40 (estimated) |
| Travel | air: none · ground: none |
| Work setting | Office |
| Position | Mostly sitting |
| Physical demands | physical low · computer high |
| Languages | English |
| Education | College diploma (preferred) |
| Perks mentioned | Generous paid time off, Retirement plan, Wellness |
Summary and details written by AI from the posting; the employer’s posting is the authority.
Alstar Group
Saved company profile
Historical company information from a saved The Jobs API profile (LinkedIn/Crunchbase fields). It is not live-verified; figures may have changed. Missing values remain unknown.
Quality energy services, backed by reputation, driven by employees.
Full company description
Alstar Group has been providing quality, cost-effective, energy construction services in Western Canada since 1969. Alstar specializes in facility construction, prefabrication, field installation and facility construction. With capabilities for both small and large-scale projects across Western Canada, we can complete major projects in compressed timeframes by prefabricating in our Calgary facility with over 90,000 sq. ft. of shop space. We have the capacity to fabricate over 2,500 diameter inches per day of carbon pipe, 500 diameter inches per day of stainless steel pipe and 20,000 kg per day of structural steel. Alstar has a well-developed project services team with project controls, project management and estimating to support your project from start to finish.
- LinkedIn followers
- 16,455
- People associated on LinkedIn
- 259
- Reported office locations
- 131 9th Avenue, SW, 102, Calgary, Alberta T2P 1K1, CA
- 8700 Venture Avenue SE, Calgary, Alberta T3S0A2, CA
- Business categories
- Construction
- Field Support
- Oil and Gas
- Other recorded names
- Alstar Group
- Specialties
- Facility Construction
- Fabrication
- Pipeline Construction
- Sustaining Capital Projects
- and Project Management - Construction Management
- Profile identifies a recruitment agency
- No
- Reported total investment
- 0
Currency and observation date were not supplied; this is not a current valuation or a funding round.
Alstar Group has been providing quality, cost-effective, energy construction services in Western Canada since 1969. Alstar specializes in facility construction, prefabrication, field installation and facility construction. With capabilities for both small and large-scale projects across Western Canada, we can complete major projects in compressed timeframes by prefabricating in our Calgary facility with over 90,000…
| Field | Value |
|---|---|
| Industry | Oil and Gas |
| Company size | 501-1,000 employees |
| Headquarters | Calgary, Alberta |
| Organization type | Privately Held |
| Year founded | 1969 |
| Specialties | Facility ConstructionFabricationPipeline ConstructionSustaining Capital Projectsand Project Management - Construction Management |
| Open jobs on Jobsy | 13 |
| View page |
Who We Are:
Alstar Group of Companies Ltd. has provided quality construction services to the oil and gas industry since 1969. Based in Calgary, with projects across Western Canada, we are leaders in turn-key new construction, maintenance, prefabrication, and modular construction services.
Who You Are:
Are you an organized, detail-oriented administrative professional who thrives in a fast-paced environment? If so, this position offers an ideal opportunity to apply your expertise. The Proposal Administrator keeps systems, schedules, and documents running smoothly, while continually looking for ways to streamline everyday workflows through automation tools
Here’s What We Offer You:
- Competitive compensation
- Total Rewards Program
- Extended health care plan including medical, dental, vision, and mental health services
- Three weeks of vacation annually
- Group RRSP
- Group Life - AD&D - Critical Illness Insurance
- Paid safety orientations
- Great company culture and environment
- Areas to grow within the organization, opportunities for growth
- Recognition of achievements and contribution
What We're Looking For From You - If This Describes You, We'd Love to Meet!
- 2+ years of relevant experience in administration.
- Post-secondary education or an equivalent combination of education and practical experience.
- Proficiency with Google Workspace (Sheets, Docs, Drive, Gmail) and familiarity with Microsoft Office.
- Practical experience using AI tools to improve administrative tasks, with examples of work completed.
- Experience with Google Apps Script or workflow automation platforms is considered an asset.
- Experience in industrial construction, fabrication, or a related industry is an asset.
- Detail-oriented with high accuracy and strong ability to prioritize tasks in a fast-paced environment.
Responsibilites
- Bid & Calendar Management: Keep the Estimating Calendar, Bid Log, and Bid Portals up to date with upcoming deadlines, project statuses, meetings, and subcontractor information.
- RFQ & Proposal Preparation: Prepare and manage Request for Quotation (RFQ) emails and subcontractor/vendor RFPs in coordination with the estimating team. Gather scopes of work, blueprints, specifications, and fill out non-cost administrative proposal forms.
- Bid Submissions & Clarifications: Submit bid proposals using Email, Google Drive, and Client FTP. Receive and route post-bid clarifications, preparing timely responses back to clients.
- Workflow Automation & AI Integration: Leverage AI and automation tools to streamline estimating workflows, reduce repetitive tasks, enhance document preparation efficiency, and maintain existing automation tools under the Estimating Manager’s direction.
- Departmental & BD Support: Handle internal and external departmental communications, keep the Estimating Administration Manual up to date, and collaborate with Business Development & Marketing on marketing documents, presentations, shareable folders, and events.
- Operational Collaboration & Reporting: Document and transcribe key estimating meetings, collaborate with Supply Chain Management (SCM), assist in cross-training team members, and conduct quarterly bid log data analysis to support continuous improvement.
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