Job Title: Business Development Administrator
Location: Calgary
Reports To: VP, Business Development
Job Type: Full-Time
Job Summary:
As our Business Development Administrator, you will be the organizational backbone of our Business Development team. This role is responsible for ensuring critical business development activities are coordinated, documented, and executed efficiently while maintaining accurate customer, opportunity, and project information across the organization.
The majority of your time will be spent supporting proposal and estimating activities, coordinating information between departments, maintaining CRM data integrity, and ensuring business development opportunities are accurately tracked from initial lead through project award.
You will also play a key role in lead generation efforts by supporting marketing campaigns, conducting initial outreach activities, and helping ensure our sales team is consistently working from a healthy pipeline of qualified opportunities.
Success in this role requires exceptional organization, attention to detail, and a strong customer-service mindset. You enjoy bringing structure to complex situations, gathering information from multiple sources, and ensuring nothing falls through the cracks. You are comfortable working with technology, eager to learn, open to feedback, and always looking for ways to improve efficiency and increase output.
While experience in oil and gas, our service lines, or B2B sales is not required, a strong administrative foundation, positive attitude, and willingness to learn are essential. We will provide on-the-job training and opportunities for professional growth.
Key Responsibilities
1. Proposal, Estimating & Business Development Administration
- Coordinate the collection and organization of information required for estimates, proposals, quotes, and customer submissions.
- Work closely with Project Managers, Business Unit Managers, Operations, and Business Development personnel to ensure proposal requirements are complete and accurate.
- Prepare, organize, track, and maintain proposal documentation and supporting materials.
- Ensure all opportunities, estimates, proposals, and related customer information are properly documented and maintained.
- Monitor proposal status and assist with follow-up activities to ensure deadlines and customer expectations are met.
- Maintain organized records and documentation for all business development activities.
- Provide administrative support to the Business Development team and help ensure day-to-day activities run smoothly.
2. Lead Generation & Marketing Support
- Support lead generation activities by maintaining prospect databases and identifying opportunities for outreach.
- Work closely with Marketing to support campaigns by providing accurate customer and prospect data.
- Execute initial outreach activities through email, phone, LinkedIn, and other communication channels.
- Qualify and route incoming inquiries to the appropriate team members.
- Ensure all lead activity is accurately documented and tracked within CRM systems.
- Support ongoing efforts to build and maintain a healthy sales pipeline.
3. Customer & Account Management Support
- Maintain accurate customer and account information across all systems.
- Support customer follow-up activities, account reviews, and relationship management initiatives.
- Help ensure key customer interactions and commitments are documented and communicated internally.
- Coordinate information sharing between departments to support a consistent customer experience.
- Assist in identifying customer needs, opportunities, and potential risks requiring follow-up.
- Help reinforce a customer-focused culture across the organization.
4. CRM Administration & Data Management
- Maintain accurate and up-to-date information for customers, contacts, leads, opportunities, estimates, and projects.
- Ensure data quality, consistency, and completeness across CRM and related business systems.
- Generate routine reports and dashboards to support Business Development activities.
- Track proposal activity, lead generation efforts, and customer engagement metrics.
- Support process consistency and compliance within Business Development workflows.
5. Continuous Improvement & Technology Utilization
- Embrace technology and leverage available tools to improve efficiency and productivity.
- Identify opportunities to streamline administrative processes and reduce manual effort.
- Support the ongoing optimization of CRM, marketing, and business development systems.
- Contribute ideas and recommendations that help increase throughput and support organizational growth.
- Continuously develop knowledge and skills through training, coaching, and feedback.
Qualifications
- 1–3 years of experience in an administrative, coordination, sales support, or business support role.
- Exceptional organizational skills and attention to detail.
- Strong administrative capabilities with the ability to manage multiple priorities simultaneously.
- Proficiency with Microsoft Office Suite, particularly Outlook, Teams, Planner/To-Do, and PowerPoint.
- Comfortable working with databases, CRM systems, and business software platforms.
- Strong communication and interpersonal skills.
- Positive attitude, strong work ethic, and willingness to take initiative.
- Open to coaching, feedback, and continuous learning.
- Ability to work effectively with multiple departments and stakeholders.
- Experience supporting proposals, estimating, customer service, sales support, or project coordination is considered an asset.
- Experience in oil and gas or B2B sales is an asset but not required.
Why Join Us
- Become a key contributor to a growing organization where your work directly supports business growth and customer success.
- Gain exposure to Business Development, Marketing, Operations, and Project Management while developing a broad understanding of our business.
- Receive hands-on training in our industry, services, and business development processes.
- Work in an environment that values initiative, accountability, continuous improvement, and teamwork.
- Build a foundation for future career growth within the organization. For the right individual, this role can create opportunities to develop into Business Analysis, Business Development, or other growth-focused positions as skills and experience progress.
- Competitive compensation, benefits, and professional development opportunities.
Job Types: Full-time, Permanent
Pay: $52,000.00-$62,400.00 per year
Benefits:
- Company events
- Dental care
- Employee assistance program
- Paid time off
- RRSP match
- Vision care
Work Location: In person
