Business Development Coordinator

Clearford Water Systems Inc.; Hamilton; On-site; CAD 52,000 - 68,000; Full time

Benefits offered by this job

Health, Dental, Life Insurance, Vision

RRSP match after 3 months

Job summary

Clearford Water Systems Inc. in Ontario seeks a Business Development Coordinator to provide administrative, proposal development, and coordination support across the BD team, operations, and other stakeholders.

You will organize site visits, bid submissions, and client engagements to keep opportunities moving. The role requires highly organized, deadline-driven work, excellent communication, and proficiency with MS Office and CRM tools.

Qualifications

• Experience supporting proposal development, bids, or tenders.
• Ability to manage multiple deadlines and deliverables.
• Strong written and verbal communication skills.
• Experience coordinating travel and site visits is an asset.
• Familiarity with environmental or technical services industries is an asset.

Responsibilities

• Coordinate preparation, assembly, formatting, review and submission of proposals in response to RFPs/RFQs/EOIs.
• Gather information from internal teams for proposals and maintain reference materials.
• Prepare proposal documents, executive summaries, and company profiles.
• Coordinate internal reviews, approvals, and revisions of proposals.
• Track and manage deadlines, submission portals, and client communications.
• Coordinate business travel, site visits, and meeting logistics for the BD team.
• Support marketing with branded materials, conferences, and event logistics.
• Maintain organized records and assist with post-submission follow-ups.

Skills

Organization

Communication

Time management

Team coordination

Attention to detail

Proposal coordination

Document coordination

Customer service

Multitasking

Problem solving

Education

Post-secondary education in business administration or related field

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Teams

CRM systems

Electronic procurement portals

Document management systems

Job description

As a member of the Business Development team, the Business Development Coordinator will provide administrative, logistical, and proposal development support to facilitate the successful pursuit of new business opportunities. Working closely with the Business Development team, Operations, and other internal stakeholders, the Coordinator will be responsible for organizing and coordinating activities associated with prospective client engagements, site visits, proposal meetings, and bid submissions. A key responsibility of this position will be assisting in the preparation, coordination, and assembly of proposal packages in response to requests for proposals (RFPs), requests for quotations (RFQs), expressions of interest (EOIs), and other business development opportunities. The successful candidate will be highly organized, detail-oriented, and comfortable managing multiple priorities in a deadline-driven environment. Strong communication, time management, document coordination, and interpersonal skills will be essential, along with the ability to work collaboratively across departments and maintain a professional approach when interacting with prospective clients, suppliers, and other external stakeholders.

Proposal Coordination and Development

• Coordinate the preparation, assembly, formatting, review, and submission of proposals in response to RFPs, RFQs, EOIs, and other procurement opportunities.
• Review proposal requirements and submission instructions to identify mandatory deliverables, forms, deadlines, formatting requirements, and compliance criteria.
• Gather and coordinate the technical information, pricing inputs, qualifications, certifications, references, and supporting documentation from relevant internal departments.
• Prepare and format proposal documents, presentations, executive summaries, company profiles, project descriptions, resumes, and other supporting materials.
• Coordinate internal proposal reviews, approvals, and revisions.
• Prepare and review employee qualification profiles for bids and proposals, ensuring relevant information is accurately represented, while maintaining confidentiality where required.
• Manage electronic submission portals and ensure final proposal packages are submitted in accordance with established deadlines and client instructions.
• Create and maintain proposal reference sheets, schedules, submission trackers, templates, standard responses, and supporting materials.
• Maintain records of submitted proposals, outcomes, client correspondence, and related documentation, and coordinate post-submission follow-ups, clarification requests, and additional information as required.
• Identify opportunities to improve proposal templates, tracking systems, document management, and submission processes.

Travel Coordination & Logistics

• Coordinate business travel for the Business Development team and other employees involved in business development activities, including flights, accommodations, rental vehicles, and other transportation arrangements.
• Coordinate and manage conference and trade show logistics for Business Development team, including event registration, travel arrangements, accommodations, booth bookings, and scheduling.
• Schedule and coordinate site visits, facility assessments, client meetings, proposal meetings, presentations, and other business development activities, considering employee availability, travel requirements, and proposal deadlines.
• Liaise with clients and internal stakeholders to confirm schedules, attendance, site access requirements, and other logistical arrangements; prepare and distribute itineraries, meeting invitations, agendas, and relevant site visit information.
• Arrange required site orientations, visitor documentation, access permissions, and other administrative prerequisites for site visits.

Marketing Support

• Coordinate social media content and posting schedules in collaboration with the Marketing team.
• Review marketing materials, blog content, and other promotional communications for accuracy, consistency, and alignment with Clearford messaging, flagging items requiring additional review or approval.
• Coordinate the preparation and distribution of branded promotional items (swag) and other marketing materials for conferences, trade shows, and industry events.
• Coordinate booth logistics, including setup requirements, displays, promotional materials, and shipping arrangements to ensure a consistent and professional brand presence.
• Coordinate client sponsorships and donations, tracking requests, managing approvals, coordinating contributions, and maintaining accurate records.

Administrative Support

• Track business development activities, opportunity milestones, outstanding deliverables, and deadlines, following up with internal stakeholders to obtain required information, documentation, and approvals.
• Prepare meeting notes, action items, status updates, and other departmental documentation as required.
• Maintain organized electronic files, shared folders, business development records, opportunity trackers, client contact information, and other departmental databases.
• Provide general administrative and coordination support to the Business Development team as required.

• Post-secondary education in business administration, office administration, marketing, communications, project coordination, or a related field considered an asset.
• Previous experience in a coordinator, administrative support, proposal coordination, sales support, or similar role preferred. Experience preparing and assembling proposals, tenders, RFPs, RFQs, or other formal submissions considered a strong asset.
• Experience coordinating business travel, meeting schedules, and logistics for multiple employees considered an asset.
• Experience working in the environmental, water and wastewater, engineering, construction, infrastructure, or technical services industries considered an asset.
• Strong proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, PowerPoint, and Teams, with the ability to prepare professional documents and presentations and maintain organized electronic records.
• Strong organizational and time-management skills, with exceptional attention to detail and the ability to manage multiple assignments, competing deadlines, and changing priorities in a fast-paced environment.
• Demonstrated ability to review detailed requirements, identify missing information, track outstanding deliverables, and ensure documents and submissions are complete, accurate, and professionally presented.
• Strong written and verbal communication skills, including professional correspondence and effective coordination with internal departments, clients, suppliers, and other stakeholders.
• Ability to learn and work with electronic procurement portals, document management systems, customer relationship management (CRM) systems, and other business development tools.
• Strong problem-solving skills, initiative, and a proactive approach to following up on outstanding information, anticipating logistical requirements, and identifying potential scheduling or submission issues.
• Dependable and accountable, with the ability to work independently while contributing effectively within a collaborative team environment.
• Professional and courteous manner, with the ability to handle confidential and commercially sensitive information with discretion.

Hours of work and Travel Expectations

• This position typically works 40 hours per week, consisting of 8-hour workdays, Monday through Friday.
• The position will generally work from the Company’s corporate office, located in Stoney Creek, Ontario.
• Occasional travel and work outside of regular hours may be required.

• Health, Dental, Life Insurance and Vision coverage effective from date of hire.
• RRSP contribution of 3% matched by employer after three months of employment.