Bid Coordinator

03001 GIP - GFLI; Markham, Headquarters; On-site; CAD 65,000 - 95,000; Full time

Job summary

Green Infrastructure Partners Inc. is seeking a Proposal/Bid Coordinator in Markham, ON to support major infrastructure bids over $200 million. You will coordinate end-to-end proposal development, manage documents, and assist estimating and pursuit teams.

The role requires strong organization, attention to detail, and ability to handle multiple deadlines in a fast-paced environment. Responsibilities include coordinating EOIs, RFQs, and RFPs, maintaining schedules and compliance, and preparing

Qualifications

• Bachelor's degree in Civil Engineering, Construction Management, Engineering Technology, Business Administration, Communications, or related discipline.
• 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. Projects valued at $200 million+ are a strong asset.

Responsibilities

• Coordinate end-to-end proposal development from EOI, RFQ, and RFP submissions.
• Maintain proposal schedules, submission plans, trackers, and compliance matrices.
• Facilitate kick-offs, workshops, and submission readiness reviews; ensure client requirements and instructions are met.
• Collect technical content, resumes, project experience, graphics, and supporting docs from internal stakeholders.
• Archive submissions, manage document control, and support bid administration.
• Support estimating teams with bid forms, risk registers, and clarifications.
• Provide pursuit lifecycle support to the Bid Director, track milestones and action items.
• Prepare reports and executive briefings; assist interviews/presentations for shortlisted pursuits.

Skills

Proposal coordination

Documentation control

Multitasking

Communication skills

Microsoft Office

Team collaboration

Attention to detail

Education

Bachelor's degree in Civil Engineering or related field

Tools

Word

Excel

PowerPoint

Teams

SharePoint

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.

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.

Our People At Green Infrastructure Partners (GIP), our people are among the best. Our most valuable asset is our people – comprising our employees, customers, and the public. Nothing is more important than our people coming to work happy and leaving safely. GIP team members are at the heart of our success in designing and delivering infrastructure projects safely, thoughtfully, and with the highest quality.

Our Work The work we do impacts lives. It impacts our schools and neighbourhoods, shaping our communities and cities. We are one of Canada’s largest and fastest-growing construction companies. Every day, our people design, deliver, and maintain infrastructure for Canada’s rapidly growing cities. From demolition, shoring, and foundations to excavation, remediation, structures, paving, and the production of materials, we have the unique ability to self-perform all project scopes without reliance on subcontractors. The work we do at GIP today will carry us into a better, greener, and safer tomorrow.

Our Culture We are committed to fostering a work environment that embraces Diversity, Equity, Inclusion and Belonging for all so our people benefit from the creative solutions that come from embracing differences. Sustainability is part of our DNA. We focus on recycling and reusing materials by repurposing old roads and reengineering them into new ones, thereby keeping tons of used materials out of our landfills. As we look to the future, we need creative, ambitious, and innovative professionals who can help us to build the world of tomorrow, today. If you want to work for a world-class organization that provides an exceptional career experience with an inclusive and collaborative culture, this opportunity is for you!