Administrative Assistant

Job Location

Montreal, QC

Date Published

21-Oct-2025

Department

Administration

Employment Type

Permanent

Working Arrangement

Hybrid

Role Type

Full-Time

Ready to build your career? We want to hear from you.

Under the supervision of the Preconstruction Director, this key role involves supporting the estimating team in the preparation and follow-up of bids. You will be responsible for managing tender documents, updating databases, and producing presentation materials for clients. This position offers a unique opportunity to contribute to project success by combining organization, attention to detail, and collaboration within a dynamic team.

What you will do

• Following procedures, order the bid documents selected by the pre-construction manager, enter the information into the CMIC and Salesforces databases.
• Receive, open, and verify bid documents (download documents).
• Open files related to a submission (submissions, subcontractor prices (SEAO/MERX platforms and clients), estimator calculations, correspondence, plans, specifications, addenda).
• Open files in CMIC, including project opportunities for project managers.
• Create the submission file in the department's computer directory.
• Review bidder instructions (specifications) to prepare submission forms and all related documents requested by the client.
• Gather necessary information for potential site visits.
• Collaborate with the estimator to prepare and submit bonding and insurance requests for each project in submission.
• Ensure all required documents for the submission are obtained (CCQ, CNESST, RBQ, etc.).
• Prepare the bid package.
• Prepare submission bid forms for projects in submission.
• Track files and update them according to received addenda (submission forms and specifications).
• Update plans on the smart-use and box platforms.
• Update all project data as it progresses and enter submission results for all projects bid on by the estimation team in the CMIC database.
• Prepare client presentation documents for bids and budgets.
• Produce various tables for submission in Excel.
• Finalize documents and prepare the official document to be sent to the client afterward.
• After each submission, gather, verify, and archive all documents used by the estimators with those in the official file.
• Update the project submission table both electronically and on the physical board.
• Schedule pre-closure, closure, visits, and other meetings in the Outlook calendar for the relevant individuals and ensure the signatory will be present for the submission.
• Make room reservations for closures and department meetings.
• Support other offices for submissions in the Greater Montreal region.
• Verify documents following contract award.
• Coordinate Lunch N Learn sessions with various suppliers/subcontractors.
• Ensure priority is given to submissions that need to be submitted before other tasks.
• Organize team meetings and various events (dinners, social gatherings, etc.) for the director and/or managers.

This role could be for you if you have

• Hold a diploma in secretarial or office administration.
• Possess 5 to 10 years of experience in a similar role.
• Knowledge of the construction industry is considered an asset.
• Proficiency in Microsoft Office suite software.
• Strong command of French grammar.
• Flexibility regarding work hours, especially during submission closures.
• Ability to work under pressure with tight deadlines.

• Versatile, self-reliant, detail-oriented, and a team player.

• Exceptional organizational skills.

Benefits

• RRSP with up to 5% employer matching

• Hybrid work model for corporate roles

• Employee stock ownership program
• Career growth through real development opportunities
• Transit pass reimbursement — get to work for free
• Minimum 4 weeks of vacation from day one

For the past four years, we've proudly held the distinction of being one of Canada's Top 100 Employers.

Pomerleau is a national leader in construction, delivering major projects across Canada. We believe in creating a workplace where people feel respected, supported, and empowered to grow. Our culture is built on collaboration, trust, and a shared commitment to doing great work. If this speaks to you, apply for this role or connect with one of our recruiters to learn how we can support you throughout the process.