Position Summary

The Proposal Administrator is responsible for supporting the proposal development process from initiation to submission. This role ensures the timely coordination, organization, and quality control of proposal documents and associated materials. The Proposal Administrator works closely with cross-functional teams including business development, sales, marketing, legal, and subject matter experts to ensure proposals meet client requirements and organizational standards.

Your typical week at Maximus

·       Assist in the planning, coordination, and execution of proposal responses, including RFIs, RFPs, RFQs, and other solicitation types.

·       Track and manage proposal deadlines and deliverables using scheduling tools and calendars.

·       Compile and format proposal documents according to client specifications and internal branding guidelines.

·       Maintain proposal content libraries, templates, and supporting documentation.

·       Liaise with internal stakeholders to gather necessary information, resumes, past performance, and pricing components.

·       Conduct quality control checks for grammar, consistency, and compliance with solicitation requirements.

·       Manage version control and ensure the latest documents are shared and archived correctly.

·       Support proposal kickoff meetings, progress reviews, and final production efforts.

·       Assist with final production, packaging, and submission (physical or electronic).

Maintain and update proposal tracking systems via Salesforce, SharePoint, etc.

·       Support post-submission activities, including debriefings and lessons learned sessions.

What you offer us

Knowledge Skills and Abilities

·       Familiarity with proposal development methodologies and government procurement processes preferred.

·       Strong organizational and time management skills with the ability to handle multiple deadlines.

·       Excellent written and verbal communication skills.

·       Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Adobe Acrobat and SharePoint preferred.

·       Proficiency in proposal management software/tools (e.g., Shipley, Salesforce, SharePoint, AutoGen AI).

·       Detail-oriented with strong proofreading and document formatting skills.

·       Ability to work independently and as part of a collaborative team.

Education and Experience

·       Degree, diploma or equivalent certification(s) in Business, Communications, English, or related field preferred or equivalent education and experience.

·        2+ years of experience in proposal coordination or administrative roles (government or commercial proposals).

Other

Must be able to pass a Criminal Record Check

What we offer you

We value your work, which enables us to continuously raise the bar on how we can best serve citizens worldwide. Maximus Canada offers the following:

·       Competitive market-based salaries

·       Comprehensive employer-paid benefits

·       Generous paid time off package

·       Group Retirement Savings Plan

·       Hybrid and remote work environments in Canada

·       Annual paid bonus based on overall company performance

·       Employee appreciation events

 

Maximus Global Core Values

Accountability - Accepting responsibility to solve problems and rise to each challenge Collaboration - Partnering to instill trust and working as one Compassion - Empowering humanity by applying empathy and insight to every interaction Customer Focus - Cultivating an authentic desire to help others succeed Innovation - Embracing change and championing new ways forward Respect - Valuing the work we do, who we do it with, and the people we serve

Under Additional Application Information

We will be accepting applications until 11:59 PM on July 29, 2025.

Please note that while all applications are appreciated, only those candidates selected for an interview will be contacted. (No Agencies, Please)

EEO Statement
Maximus is passionate about our employees and place their well-being at the center of our people strategy.  We are committed and proud to build a workforce that reflects the communities we serve.  We value diversity, equity and inclusion and invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, ethnic and cultural origins, sexual orientations, veterans and gender identities recognizing that this is paramount for the growth and success of our organization.