RFP Coordinator
Holmes + Brakel | Toronto, ON | Part Time
About Holmes + Brakel
For 50+ years, Holmes + Brakel has been helping organizations across North America create workspaces where people do their best work. As a 100% Canadian-owned company with offices in Toronto, Ottawa, Vancouver, Tampa, and Jacksonville, we partner with 50+ world-class furniture and design brands to deliver smart, human-centred workspace solutions — from boardrooms to healthcare facilities, government offices to innovation hubs.
We listen more so we can deliver better. That’s not just a tagline — it’s how we work every day.
The Role
The RFP Coordinator is the quarterback of our proposal process. Working from an established Holmes + Brakel RFP template — with structure, flow, and format already in place — this role is responsible for customizing and assembling each submission to be specific, compelling, and fully tailored to the client and opportunity at hand.
Think of it as hunt, gather, and assemble. You’ll know where to find the right content — whether that’s pulling product specs from a supplier resource, clipping a relevant case study, sourcing copy from Marketing, or getting a specific answer from Sales or Customer Service. You take all of those pieces and assemble them into a cohesive, polished, client-ready package that reflects the best of what Holmes + Brakel has to offer.
This is not a writing or strategy role — the template, the brand, and the content direction already exist. What you bring is the coordination, resourcefulness, editorial eye, and relentless follow-through to get every RFP across the finish line on time and on point.
Salary range for this part time role is $30,000-$35,000, with the potential to move to full time.
Reports to: Marketing & Special Projects
If you thrive in a fast-paced environment, love bringing order to complexity, and take pride in getting things across the finish line — this role was built for you.
Key Responsibilities
- Quarterback the RFP Process – Own the full lifecycle of every RFP and RFQ — from receipt to submission. You’re the central hub that keeps every stakeholder on track, every section accounted for, and every deadline met.
- Customize the Master Template – Work from Holmes + Brakel’s established RFP template to tailor each submission to the specific client, opportunity, and scope — making every proposal feel purpose-built, not generic.
- Hunt, Gather & Assemble Content – Know where to find the right content and who to ask to get it. Pull product specs from supplier resources, clip relevant case studies, source copy from Marketing, and extract specific details from Sales, Design and Customer Service — then weave it all into a cohesive, compelling package.
- Leverage Supplier Resources – Navigate supplier portals, marketing toolkits, and partner resources to pull accurate, current product information and brand-approved content for inclusion in proposals.
- Engage Key Stakeholders – Work cross-functionally with stakeholders across Sales, Marketing, Design, and Customer Service — assigning sections, setting internal deadlines, and following up to keep contributions moving.
- Ensure Full Compliance – Review each RFP’s requirements with a fine-tooth comb — every question answered, every condition met, nothing left on the table.
- Edit, Massage & Finalize – Shape contributed content into clear, consistent, client-specific language. Proof, format, and polish the final package so it reads as one cohesive voice, not a patchwork of contributors.
- Maintain a Content Library – Keep the master template, boilerplate content, case studies, supplier materials, and past submissions organized and easy to access on our shared internal database— so the right content is always one step away and available. Also maintain content library of submitted proposals in a centralized library.
- Track & Report Outcomes – Log RFP intake, when due and resources require, log submission results and capture learnings that sharpen future proposals and improve win rates over time.
What You Bring
Required
- Experience in proposal coordination, project coordination, sales support, or a similar cross-functional administrative role
- A natural quarterback — you’re comfortable owning a process end-to-end, holding stakeholders accountable, and driving things to completion
- Exceptional organizational and time management skills — you can juggle multiple active RFPs simultaneously without losing track of a single deadline
- Strong written communication and editing skills — you can spot a gap, an inconsistency, or an unanswered question and know how to address it
- Resourceful and proactive — you know how to find the right information, ask the right questions, and get what you need from busy people
- High attention to detail and a zero-tolerance approach to incomplete or non-compliant submissions
- Comfortable engaging stakeholders across multiple departments — Sales, Marketing, Design, Customer Service — with professionalism and persistence
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) and comfort with document management and shared file systems and inputting multiple source files into one document
- Education - University or college degree in Business Administration, Finance, or related field
- 5+ years of experience in a sales role
Nice to Have
- Familiarity with RFP portals (e.g., Bonfire, Merx, Biddingo, or similar)
- Experience in commercial furniture, interior design, construction, or facilities industries
- Experience working with external vendors or supplier partners
- Exposure to CRM or project tracking tools (Monday.com, Asana, Salesforce, or similar)
Role Focus
The template exists. The brand exists. The content exists across our teams and supplier network. What this role brings is the coordination, resourcefulness, and editorial horsepower to pull it all together into a client-specific, submission-ready package — every time, on time. You’re not building the playbook; you’re the one making sure the team executes it flawlessly on game day.
Why Holmes + Brakel
- A 50+ year legacy built on integrity, quality, and lasting client relationships
- A collaborative, accountability-driven culture where your work directly impacts business outcomes
- Five offices across North America with a tight-knit team that takes pride in what they do
- A front-row seat to some of North America’s most interesting and complex workspace projects
We would like to thank all applicants. Resumes are reviewed by the Hiring Manager. Due to the volume of resumes we receive; we will only contact individuals best suited for the opportunity. Holmes & Brakel is an equal opportunity employer. If chosen to participate in the interview process, reasonable accommodation is available upon request. We will consult with the applicant to provide or arrange suitable accommodation in the manner that considers the applicant’s accessibility needs.
Pay: From $30,000.00 per year
Work Location: In person
