Summary:
Reporting to the Estimating Lead, the Proposal Coordinator is responsible for assisting with the coordination and development of proposals for industrial projects. This role administers all pre-qualifications, RFP/RFQ and document control from receipt through submission and closeout. The position works closely with Estimating, Sales, Engineering, Project Management, and senior leadership to ensure all deliverables are accurate, compliant, and aligned with company standards, client requirements, and financial objectives.
Responsibilities:
- Administer the RFP/RFQ end-to-end proposal process, including intake, review, coordination, submission, and follow-up
- Analyze bid requirements, and client expectations to support proposal strategies
- Participate in proposal kick-off meetings to develop and administrate proposal deliverables and milestones to ensure compliant timely submissions.
- Prepare and maintain prequalification submissions, including insurance certificates, safety statistics, quality certifications, corporate qualifications, etc.
- Maintain all pre-qualification and client portal login, Track pre-qualification expiry, notifications and submission updates.
- Assist Estimating, Engineering, Project Managers, with document control activities.
- Maintain CRM systems / bid logs to track opportunities from pursuit through closeout
- Develop and improve proposal templates, processes, and presentation standards to enhance efficiency and quality
- Other general administrative duties.
Job Qualifications:
- Diploma or Degree in Business Administration, Engineering, Marketing, Communications, or a related field (or equivalent experience)
- 2–5 years of proposal coordination experience, preferably in industrial construction, engineering, or equipment sectors
- Industrial project background with familiarity in technical and contract terminology
- Strong technical writing, document preparation, and organizational skills
- Advanced proficiency in Microsoft Word, Excel, and Power Point; Adobe/Bluebeam and CRM systems are assets
- Experience with online bidding platforms (Ariba, BidNet, Power Advocate, etc.) is an asset
- Highly detail-oriented, deadline-focused, and able to manage multiple priorities simultaneously
- Strong communication and collaboration skills across cross-functional teams
- Ability to work effectively in a fast-paced, changing environment
Job Types: Full-time, Permanent
Benefits:
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Vision care
Experience:
- proposal management: 1 year (preferred)
- Industrial construction: 1 year (preferred)
- technical writing: 1 year (preferred)
Work Location: In person
