Proposal, CRM & Office Administrator

We are seeking a detail‑oriented and organized Proposal, CRM & Office Administrator to join our Edmonton office. Reporting to the Administrative Manager, this role supports proposal preparation, CRM data management, and general office administration. The successful candidate will play an important behind‑the‑scenes role supporting both our Buildings and Bridge teams.
This position is well‑suited to someone who enjoys organized work, clear processes, and supporting a professional services team.

Key Responsibilities:General Office Duties:
Perform general office duties and day‑to‑day administrative support
Help organize and maintain office common areas
Manage office supplies and inventory
Coordinate and schedule meetings and appointments
Assist with travel arrangements and expense reports
Greet and assist visitors
Prepare, update, format, and coordinate delivery of documents
Handle incoming and outgoing mail and packages
Answer and direct phone calls
Coordinate basic office equipment servicing as required
Proposal Support:
Assist with formatting, proofreading, and assembling proposal documents
Update staff resumes, project descriptions, and standardized proposal content
Review RFP/RFQ documents to identify key deadlines and submission requirements
Maintain organized proposal files and track internal deadlines
Support final production and submission of proposal packages (PDFs, print copies, and online uploads)
CRM (Customer Relationship Management) Support:
Enter and update client, contact, and opportunity information in the CRM system
Perform basic data quality checks to ensure completeness and accuracy
Generate simple reports or data exports as requested
Maintain CRM documentation, checklists, and internal reference materials
Assist team members with basic CRM questions and escalate technical issues as needed
Training will be provided on LEX3’s CRM system and internal processes
Qualifications:
Diploma or certificate in Business Administration, Office administration, Communications, or a related field (or equivalent experience)
Proven experience as an administrative assistant or in a similar role
Strong attention to detail and accuracy
Good written communication and proofreading skills
Working knowledge of Microsoft Office (Word, Excel, Outlook; PowerPoint is an asset)
Ability to learn new software and document management tools
Strong organization and time‑management skills
Friendly, professional, and customer‑oriented attitude
Ability to manage multiple tasks while maintaining consistency and quality
About LEX3
LEX3 is a growing structural engineering consulting firm with approximately 30 staff across Alberta and a 10‑person office in Edmonton. We work on a diverse range of bridge and building projects and value quality, collaboration, and practical problem‑solving. Check out some of our projects here. (https://www.lex3.ca/work)
We collaborate across offices in Calgary, Edmonton, and Red Deer on projects around Alberta and beyond. Our offices are purposefully located in the cultural and economic cores of the communities we call home.
Wholeheartedly, we believe our teammates drive the success of our clients and our company. We take pride in providing a welcoming and inclusive work environment, empowering our staff to learn and grow as we progress in our careers. We want to work with people that share our commitment to delivering projects that both we and our clients can be proud of.
What’s it like to work at LEX3 Engineering?
We get to know you. At LEX3, you’re not a numbered employee. We’re a small team and we work together across all of our offices. See who you'll work with here. (https://www.lex3.ca/team) Mentorship and coaching is embedded in everything we do. Our growth philosophy is developing talent within the team, and we truly love to see everyone succeed.
Work-life balance is important. Everyone belongs in a family outside of LEX3, and we encourage balance with vacation time, scheduling accommodations, parental leave, and hybrid work environments. We genuinely want our teammates to succeed inside and outside office hours.
Engineering is a serious profession, but we balance that with a lot of fun. We gather all offices together in person a couple times per year, and there’s often something social in the works within every office. Fun spans a wide range at LEX3, whether it’s sharing a meal, playing darts after work, celebrating teammates’ milestones, organizing a sports team, or even Type 2 fun in the mountains.
Learn more about LEX3 here. (https://www.lex3.ca/)
Additional Benefits
Competitive salaries. Above-industry-average compensation based on current APEGA industry benchmarks.
Holistic wellness. Comprehensive benefit package including coverage for a variety of healthcare practitioners, plus a health and wellness spending account.
Helping you plan ahead. Generous RRSP matching program – up to 5% of your annual salary.
Growing with you. Professional development opportunities aligned with your unique career aspirations.
Happy holidays, every year. Paid time off for the last week of the calendar year.
Next Steps
This position is primarily based in LEX3’s Edmonton office. Regular in‑office presence is important due to the collaborative, document‑based, and day‑to‑day administrative nature of the role. LEX3 offers limited hybrid work opportunities following an initial onboarding and training period, subject to role requirements and operational needs.
We look forward to reviewing your application, and will contact selected applicants to learn more about you and your professional experience. Thanks for your interest in joining the LEX3 Engineering team.