Office Administrative Assistant

Anticipated StartMarch 2026 Job DescriptionThe 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 remote office administration support, including general administration and external client communication, marketing and events, client service, human resources assistance, travel coordination, bookkeeping, invoicing, internal contract and vendor management, and project file management. ResponsibilitiesPrepare, edit, convert, proofread and distribute correspondence, invoices, expense reports, documents (proposals, minutes, reports, etc.), spreadsheets, and presentations using MS Office, Adobe, QuickBooks and online tools.Receive and distribute incoming mail, including website and social media inquiries, and other materials.Answer phone and electronic inquiries, relay calls and messages, greet clients, and ascertain business needs.Communicate effectively by phone and email, ensuring all duties are completed accurately and delivered with high quality and timeliness.Coordinate team communication on responses to prospective leads, contract verification, invoicing, and file management status.Schedule and confirm appointments and meetings, maintaining a group calendar.Maintain inventory of office supplies and marketing collateral, researching products, preparing quotations, and validating receipt and quality of ordered items.Maintain digital and manual filing systems, checking for updates on websites, social media, and corporate accounts.Compile data, statuses, and other information to support research, tracking, and maintenance of corporate documents for prospect and contract management.Proactively identify, communicate, and track RFx opportunities, manage proposal statuses for timely submissions.Maintain and develop new proposal templates, experience summaries, and other marketing collateral.Attend and engage with prospective clients at industry events (e.g., CIPMM).Develop procedures, process maps, and checklists on various subjects.Support other related internal projects, client initiatives, and team needs. QualificationsDegree or diploma in business or office administration, business management, business marketing, or equivalent education and experience.5‑7 years of client‑facing experience building professional relationships with clients and team members.Experience preparing professional proposals and knowledge of online tendering systems (e.g., Ariba, Biddingo, Bonfire, MERX).1‑3 years of accounting or bookkeeping administrative experience.Exposure to website development and web publishing.Excellent English written and verbal communication skills.Experience managing multiple projects and day‑to‑day tasks simultaneously, setting and adapting priorities to meet timelines.Strong working knowledge of Adobe, MS Office (Outlook, Word, PowerPoint, Excel, Teams) and QuickBooks.High accuracy and attention to detail.Quick learner who works tactfully, respectfully, and ethically. Asset QualificationsBilingualism (French and English).Knowledge of WordPress. Terms of PositionPosition start date: March 2026. Subject to satisfactory completion of an initial probationary period, this is a permanent position. LocationHeadquartered in Ottawa (National Capital Region). Combination of on‑site and remote work required. Successful candidate must be willing to travel within the province for meetings. What We OfferSalaried basis: $28.85 per hourInsurance programWork‑from‑home options (Hybrid) How to ApplyPlease send a PDF version of your Cover Letter and Résumé to apply@rfpsolutions.ca. We thank all candidates for their interest; only those selected for an interview will be contacted. RFP Solutions Inc. welcomes applications from people with disabilities. Accommodations are available on request for candidates participating in all stages of the selection process. About RFP SolutionsFor over 30 years, RFP SOLUTIONS Inc. has assisted public sector clients in procuring services, solutions, goods, and construction requirements, and supported major capital and transformational projects. Located in Ottawa, we work at all levels of the public sector across Canada, offering procurement and fairness advisory services throughout the full procurement life‑cycle. Our procurement services include analyzing and defining requirements, developing strategies and procurement documents, administering solicitations, conducting market engagement, facilitating evaluation of industry responses, and providing advisory services and tools. We support both transaction‑specific and organizational level procurement. Our fairness advisory services, monitored by independent monitors, ensure transparency and adherence to legislation and policies. We also provide procurement consulting to assist with reviews, audits, studies, policy development, process and tool creation, and training. RFP Solutions Inc. is an equal opportunity employer committed to a diverse and inclusive culture. For more information, please visit rfpsolutions.ca. We Love Procurement. It’s all we do Telephone: (613) 728-1335 E‑mail: apply@rfpsolutions.ca Website: www.RFPsolutions.ca #J-18808-Ljbffr