Proposal Specialist

EBC Inc.; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

EBC Inc. is seeking a Proposal Specialist to join their pursuits and proposal team in Ottawa. The role involves coordinating and developing compelling proposal submissions, leading the end-to-end proposal process, and collaborating with various teams to ensure compliance and alignment with client requirements. The ideal candidate will possess strong management and communication skills, along with proficiency in Microsoft Office and Adobe Creative Cloud.

Benefits

Good Work-Life balance

4 weeks vacation per year

Comprehensive group insurance program

RRSP group program with employer contribution

Employee assistance program

Continuing education

Active social club

Friendly and stimulating work environment

Qualifications

• Strong management, communication, negotiation skills.
• Advanced proficiency in Microsoft Office and Adobe Creative Cloud.
• Ability to work with tight deadlines in a changing environment.

Responsibilities

• Leads development and delivery of RFP, RFQ, and RFI submissions.
• Collaborates with teams to develop win strategies.
• Manages proposal meetings and document finalization.

Skills

Management

Communication

Negotiation

Problem Solving

Research

Attention to Detail

Tools

Microsoft Office Suite

Adobe Creative Cloud

Job description

The Proposal Specialist position within EBC’s pursuits and proposal team is responsible for the coordination, development, organization, review, and finalization of compelling winning proposal submissions.

As a Proposal Specialist, you are responsible for the development and submission of prequalification and proposal responses and related documents and presentations. This includes 1) Development of compliant, accurate, and compelling response narratives and graphics; and 2) Coordination and administration of proposal documents, schedule, kick-offs, reviews, document control, electronic and print submittals, and response data. You are also responsible for leading and / or supporting continuous improvement initiatives such as boilerplates, resume and project profile development.

You will be the lead and local Ontario based Proposal Support specialist, that works and coordinates with senior members of both the EBC national and local teams to provide support and consistency to our brand, image, approach, and submission documents.

Responsibilities :

• Leads the end-to-end development and delivery of RFP, RFQ, and RFI submissions, ensuring compliance and alignment with client evaluation criteria.
• Review requests (RFP, RFQ, RFI) and play a key a role in determining document requirements.
• Collaborates with business line management, business development, operations, and executive team to develop golden threads and win strategies, incorporating throughout proposal deliverables.
• Conducts research to produce accurate and comprehensive proposal responses and messaging. Risk identification and mitigation in proposal strategy
• Provides initial go-by write-ups / materials, provides guidance and others as appropriate, identifying known and potential issues with section responses.
• Creates and manages pursuit responsibility matrices defining roles, deadlines, and assignments.
• Initiates and leads proposal meetings, including kickoffs, status updates and reviews.
• Follow-up / Check in on submissions and ensure debriefing is scheduled and attended.
• Production leadership (layout, graphics, and final document readiness oversight)
• Finalizes and submits proposal documents as appropriate.
• Develops and maintains best practices and templates.
• Information management across platforms (SharePoint, CRM)

Requirements

Requirements

• Strong management, communication, negotiation and problem-solving skills
• Advanced proficiency in Microsoft Office Suite and Adobe Creative Cloud, including Acrobat, InDesign, and related design tools Skilled at collaborating with and interviewing executives, engineers, construction managers, legal, designers, and others to secure information for various writing assignments.
• Ability to work with tight deadlines in a constantly changing environment.
• Solid research skills and ability to dive into the details to extract key information.
• Exceptional attention to detail, organization and active listening skills.
• Ability to manage multiple submissions to consistently meet high standards and be attentive to quality and deadlines.

Skills and Attitudes Needed

• Clear, adaptable communicator across teams and audiences.
• Builds trust and fosters collaboration in high-pressure settings.
• Thrives in ambiguity with a creative, solution-focused approach.
• Delivers high-quality work in complex, fast-changing environments.
• Balances detail and big-picture priorities with strong execution.
• Manages shifting deadlines while keeping team and client needs in focus.
• Self-motivated with ability to work well with professionals from various backgrounds.
• Strong communications skills
• Driven for winning results and to meet deadlines.

Conditions Offered by EBC

• Good Work-Life balance;
• 4 weeks vacation per year;
• Comprehensive group insurance program (health and dental component paid by the employer);
• RRSP group program with an employer contribution to a DPSP;
• Employee assistance program;
• Continuing education;
• Active social club;
• Friendly and stimulating work environment;
• Company «recognized as one of the Best Managed Companies in Canada».

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