Office Administrative Assistant

Anticipated Start

March 2026

The Office Administrative Assistant supports RFP Solutions’ personnel in the smooth operation of the organization and the research and development of procurement related documentation and organizational strategies. They provide support to overall remote office administration including general administration and external client communication (telephone & in writing), marketing and events, client service, assistance with human resources and travel requirements, bookkeeping and invoicing, internal contract management, vendor management, and project file management.

• Prepare, edit, convert, proofread and distribute correspondence, invoices, expense reports, documents (proposals, minutes, reports, etc.), spreadsheets, and presentations using MS Office, Adobe, Quick Books and online tools.
• Receive and distribute incoming regular and electronic mail, including website and social media inquiries, and other materials.
• Answer telephone and electronic inquiries and relay calls and messages. Greet clients and ascertain nature of business.
• Communicate effectively by phone and email, ensuring all duties are completed accurately and delivered with high quality in a timely manner.
• Ensure team communication and coordination on responses to prospective leads, verification of contract, invoicing and file management statuses.
• Schedule and confirm appointments and meetings (internal and project‑based); maintain group calendar.
• Maintain inventory of office supplies and marketing collateral/products. Research products, prepare and request quotations and validate timely receipt and quality of products ordered.
• Maintain digital and manual information filing systems (internal and external). Proactively check for updates required on websites, social media, and corporate account profiles.
• Compile data, statuses and other information to support research, tracking and maintaining all aspects of corporate information and documents pertaining to prospect and contract management of new and existing clients.
• Proactively identify, communicate and track RFx opportunities, proposal writing and manage proposal statuses for timely submissions.
• Maintain and develop new proposal templates, experience summaries and other marketing collateral, and associated data.
• Attend and engage with prospective clients at industry events (e.g., CIPMM, etc.).
• Maintain and develop procedures, process maps and checklists on a variety of subjects.
• Support other related internal projects, client initiatives and team needs.

• Degree or diploma related to business or office administration, business management, business marketing or an equivalent level of education and experience.
• Minimum of 5‑7 years’ work experience in a client‑facing role, with a focus on building and maintaining professional working relationships with clients and team members.
• Experience in preparing professional proposals and knowledge of online tendering systems for proposal submission (e.g., Ariba, Biddingo, Bonfire, MERX, etc.).
• 1‑3 years’ accounting or bookkeeping administrative experience.
• Exposure to website development/web publishing.
• Excellent English written and verbal communication skills.
• Experience supporting multiple projects and day‑to‑day tasks simultaneously, and ability to set and adapt priorities to meet timelines and objectives.
• Strong working knowledge of Adobe, MS Office (Outlook, Word, PowerPoint, Excel, Teams) and Quick Books.
• High level of accuracy and works with great attention to detail.
• Quick learner who works in a tactful, respectful, ethical manner.

• Bilingualism (French and English).
• Knowledge of Word Press.

Position start date March 2026. Subject to satisfactory completion of an initial probationary period, this position is intended to be a permanent position.

Headquartered in Ottawa (National Capital Region). Combination of on‑site and remote work required. Successful candidate must be willing to travel within the province to attend meetings.

• Salaried basis, $28.85/hour

• Insurance program
• Work‑from‑home options (Hybrid)

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