Proposal Library Administrator

Overview:
**The Opportunity**

We offer **hybrid work arrangement options** to help balance the competing demands of work and personal life. At Dillon, we operate as one team. **This position is available at any of Dillon’s offices in Canada.**

**Responsibilities**:
**What your day will look like**

**Primary Responsibilities - SharePoint & Technical Administration**:

- Design, manage, and maintain SharePoint libraries, document libraries, lists, and associated metadata structures specific to proposal content.
- Implement and enforce version control, permission settings, and content tagging to ensure integrity, security, and usability.
- Build and manage workflows, templates, and search optimization features within the SharePoint environment.
- Conduct routine library audits and work with stakeholders to archive or refresh content as needed.

**Secondary Responsibilities - Proposal Content & AI Support**:

- Assist Proposal Coordinators and Specialists with uploading, tagging, and organizing proposal materials for live and archived pursuits.
- Support the use of proposal management software platforms and help integrate SharePoint-hosted content into those workflows.
- Develop and test AI prompts for content generation and retrieval.
- Document AI prompt best practices and support team onboarding to AI-enhanced proposal workflows.

**Learning & Development**
- Commit to self-development and ongoing learning and professional development.
- Contribute to Dillon’s corporate profile through active participation in professional associations and committees.

Qualifications:
**What you will need to succeed**
- Post-secondary education in **Computer Science, Information Technology, Information Management, or a related technical field**.

**Technical Skills**:

- Strong working knowledge of **SharePoint Online** including content types, metadata columns, permissions management, and automated workflows (e.g., Power Automate).
- Familiarity with **Microsoft 365**, especially Teams, OneDrive, and Office apps.
- Comfort working with **AI-enabled tools** such as ChatGPT. Gemini or Microsoft Copilot AI is a strong asset.
- Basic understanding of scripting or automation tools (e.g., PowerShell, Power Automate) is an advantage.

**Soft Skills**:

- Strong analytical and problem-solving mindset with a focus on user experience and functionality.
- Excellent attention to detail, especially in content structure and documentation.
- Clear written and verbal communication, with the ability to support non-technical users.
- Eagerness to learn new technologies and contribute to continuous process improvement.

**Experience**:

- 1-3 years of professional experience in a technical, administrative, or systems management role.
- Experience managing content in **Microsoft SharePoint**, including site architecture, workflows, and permissions, is required.
- Experience in proposal environments is an asset, but not required.

**Why choose Dillon**

Dillon is powered by people who are technically proficient, passionate about socially important projects, and motivated to deliver superior, tangible results. We strive to remain at the forefront of technology and innovation, and are empowered to continually grow and develop.

We live our **core values**:

- Reliability: words that result in actions build trust;
- Achievement: do the work to hit the target;
- Continuous development: always learning; always adapting; always growing;
- Creativity: discover new possibilities;
- Courage: do the things that matter, especially when it’s hard;
- Inclusiveness: enabling belonging to draw strength from our difference

Dillon is a **certified Great Place to Work**. This recognition underscores our commitment to fostering an outstanding employee experience and cultivating an exceptional workplace culture. At Dillon, we believe that our people are our greatest asset. This designation reflects our ongoing efforts to ensure that our workplace is not just a place of work, but a community where everyone can thrive.

In addition, we offer:

- ** Employee share purchase plan**- Dillon is 100% employee owned and share ownership is open to all full-time regular employees
- ** A competitive compensation package**- Comprehensive health benefits
- Generous retirement savings plan
- Student loan repayment assistance with matching employer contributions
- ** Flexible work hours**- Dillon values its staff and the contributions that are made each day and understands that work arrangements can differ based on personal needs and business needs. We are taking a trust-based approach to offer a variety of flexible work options to help balance the competing demands of work and personal life.
- ** Learning and Development opportunities**- As a knowledge-based business, the organic growth of our knowledge and skills occur through our work performance and roles. The creation and sharing of knowledge allows us to take local knowledge to scale, capture lessons learned through experi