Bid Coordinator

Green Infrastructure Partners Inc.; Markham; On-site; CAD 70,000 - 95,000; Full time

Job summary

Green Infrastructure Partners Inc. in Markham, Ontario seeks a detail‑oriented Proposal/Bid Coordinator to support the pursuit of large infrastructure projects. You will coordinate end-to-end proposal development, document management, and pursuit administration for opportunities valued well over $200 million.

The role requires organizing schedules, collaborating with the Bid Director and Estimating Team, and ensuring compliance with client requirements while maintaining high quality standards.

Qualifications

• Bachelor's degree required in a related discipline.
• 3–5 years of experience in proposal coordination, estimating support, project coordination, document control, or construction administration.
• Experience supporting heavy civil/infrastructure projects valued around $200M+ is a strong asset.

Responsibilities

• Coordinate end-to-end proposal development from EOIs, RFQs, and RFPs.
• Develop and maintain proposal schedules, submission plans, and compliance matrices.
• Facilitate kickoff meetings, workshops, and submission readiness reviews.
• Ensure all deliverables meet client requirements and submission instructions.
• Coordinate collection of technical content, resumes, project experience, graphics, and documentation from internal stakeholders.
• Maintain version control and document management throughout the bid process.
• Prepare and quality-check proposal documents prior to submission.
• Support estimating teams with bid administration and document organization.
• Maintain distribution logs for drawings, specs, addenda, and tender documents.
• Assist subcontractor and supplier communications and bid-day coordination.
• Prepare bid forms, qualification submissions, and commercial documentation.
• Maintain risk registers and clarification logs.

Skills

Proposal coordination

Document control

Scheduling & planning

Stakeholder management

Microsoft Office

Education

Bachelor's Degree in Civil Engineering, Construction Management, or related field

Tools

Microsoft Office Suite

SharePoint

Teams

Document management systems

Job description

Come help build the future, where our work makes the world work!

Proposal/Bid Coordinator

Markham, ON

Summary

The Proposal/Bid Coordinator plays a critical role in supporting the successful delivery of major project pursuits within the Heavy Civil Infrastructure sector. Working closely with the Bid Director, Estimating Team, and Subject Matter Experts, this position is responsible for coordinating all aspects of proposal development, document management, and pursuit administration for large, complex infrastructure projects valued in excess of $200 million.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple competing deadlines in a fast-paced environment while maintaining exceptional quality standards.

Key Responsibilities

Proposal & Bid Coordination

• Coordinate and manage the end-to-end proposal development process from Expression of Interest (EOI), Request for Qualifications (RFQ), and Request for Proposal (RFP) submissions.
• Develop and maintain proposal schedules, submission plans, action item trackers, and compliance matrices.
• Facilitate proposal kick-off meetings, technical workshops, and submission readiness reviews.
• Ensure all proposal deliverables comply with client requirements and submission instructions.
• Coordinate collection of technical content, resumes, project experience, graphics, and supporting documentation from internal stakeholders.
• Maintain version control and document management throughout the bid process.
• Compile, format, edit, and quality-check proposal documents prior to submission.

Estimating Support

• Support estimating teams with bid administration and document organization.
• Maintain distribution logs for drawings, specifications, addenda, and tender documents.
• Assist with subcontractor and supplier communications, document tracking, and bid day coordination activities.
• Support the preparation of bid forms, qualification submissions, and commercial documentation.
• Assist in the preparation and maintenance of risk registers, assumptions logs, and clarifications.

Pursuit Team Support

• Provide administrative and coordination support to the Bid Director throughout the pursuit lifecycle.
• Track pursuit milestones, deliverables, and action items and ensure deadlines are achieved.
• Coordinate meetings, agendas, workshops, and presentation materials.
• Prepare reports, status updates, and executive briefing materials for senior leadership.
• Support interview and presentation preparation for shortlisted pursuits.

Document Control & Knowledge Management

• Archive completed submissions and maintain lessons learned documentation.
• Support continuous improvement initiatives related to bid management processes and tools.
• Ensure confidentiality and security of all proposal and estimating information.

Qualifications

Education

• Bachelor's Degree in Civil Engineering, Construction Management, Engineering Technology, Business Administration, Communications, or a related discipline.

Experience

• 3-5 years of experience in proposal coordination, estimating support, project coordination, document control, or construction administration.
• Experience supporting heavy civil, infrastructure, transportation, transit, tunneling, water/wastewater, bridges, highways, or major projects is preferred.
• Exposure to projects valued at $200 million or greater is considered a strong asset.

Required Skills & Competencies

• Excellent written, editing, proofreading, and communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple deadlines simultaneously in a fast-paced environment.
• High attention to detail and commitment to quality.
• Strong interpersonal skills with the ability to work across multidisciplinary teams.
• Ability to synthesize technical information into professional proposal content.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, SharePoint).
• Experience with proposal management, document control, or collaboration platforms is an asset.

Disclaimers

Artificial Intelligence (AI) Disclosure: We may use AI-enabled tools to support certain aspects of our recruitment process, including application screening and recruitment administration. AI-generated insights or recommendations are used to assist our hiring teams and are not the sole basis for employment decisions. All hiring decisions are reviewed and made by human decision-makers.

Vacancy Status

Vacancy Status: This posting is for an existing job vacancy.

Green Infrastructure Partners Inc. “GIP”, is an equal opportunity employer and encourages women, Indigenous peoples, persons with disabilities and members of visible minorities to apply. We seek to hire individuals with diverse characteristics, backgrounds and perspectives.

We believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences. GIP will provide accommodations to job applicants with disabilities throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.