Proposal Coordinator

This is a fully remote position, open to applicants in Canada.

📋 Description

• Prepare prequalification submissions for both new and existing clients, coordinating details from Finance, Legal, Safety, Operations, and other internal stakeholders.

• Monitor and assess new bidding opportunities, public tender portal alerts, addenda, clarifications, amendments, and other active pursuit communications.

• Disseminate time-sensitive information to relevant stakeholders and ensure that requirements are addressed.

• Manage company profiles and accounts within tendering, prequalification, and compliance portals including Ariba, Merx, Bids&Tenders, ISNetworld, and Avetta.

• Track requirements, pending information, renewals, and submission deadlines.

• Administer Opportunity Governance processes according to established procedures and Delegation of Authority guidelines.

• Organize Go/No-Go and Proposal/Quote Review meetings, including participant coordination, approval levels, scheduling, and documentation.

• Monitor governance decisions, approvals, action items, and outstanding requirements until completion.

• Maintain governance records and supporting documentation within CRM and company systems.

• Follow up with stakeholders and escalate pending requirements to ensure timely reviews and approvals.

• Assist Proposal Specialists, Pursuit Teams, and Subject Matter Experts with proposals, RFQs, RFPs, and customer submissions.

• Collect and organize proposal information, supporting documentation, and contributions from various stakeholders.

• Draft and update non-technical content, including project experience, team resumes, and corporate qualifications.

• Format proposal and prequalification documents to align with company standards.

• Review documents for completeness, accuracy, consistency, responsiveness, and compliance.

• Support the final production of documents and electronic submissions through bidding portals.

• Maintain a repository of approved proposal content, project experience, resumes, templates, and frequently requested information in SharePoint and Microsoft Teams.

• Ensure document integrity and version control.

• Assist in the standardization and enhancement of proposal templates, tools, trackers, and processes.

• Keep organized proposal and prequalification documentation for easy retrieval and reuse.

• Maintain proposal, prequalification, governance, and opportunity information in trackers, CRM, and internal systems.

• Assist with reporting and administrative tasks for the Commercial Development and Proposals team.

• Manage multiple assignments and deadlines, effectively communicating priorities, risks, or support needs.

• Carry out additional administrative and coordination tasks as necessary.

⛳️ Requirements

• 2–4 years of experience in proposal coordination, project coordination, marketing, business administration, or a related support role, ideally in construction, engineering, utilities, or professional services.

• Excellent organizational and time management skills with the ability to juggle multiple assignments and competing deadlines.

• High attention to detail and a proven commitment to accuracy and quality.

• Strong follow-through and accountability for assigned tasks and deadlines.

• Effective problem-solving abilities, including the capacity to identify issues, determine appropriate next steps, and escalate when necessary.

• Strong written and verbal communication skills, with the ability to collaborate effectively with stakeholders across various functions and levels within the organization.

• Proficient in Microsoft Office Suite, Microsoft Teams, SharePoint, and Adobe Acrobat, with intermediate or advanced Microsoft Word formatting capabilities.

• Experience with public tendering and/or customer compliance portals such as Merx, Bids and Tenders, Ariba, ISNetworld, Avetta, or similar platforms is a plus.

• Experience in supporting proposals, RFQs, RFPs, prequalifications, or other time-sensitive customer submissions is advantageous.

• Ability to effectively utilize AI and digital tools to enhance productivity while applying independent judgment, critical thinking, and quality control.

• A post-secondary degree in Business Administration, Marketing, Communications, or a related field is preferred.

🏝️ Benefits

• Competitive compensation.

• Comprehensive benefits package with flexible options and wellness spending accounts.

• RRSP contributions.

• A hands-on and supportive leadership team.

• Ongoing training and skill enhancement, including Spark U and external training opportunities.

• Employee referral bonus program.

• Corporate discounts (hotels, travel, insurance, retail, etc.).