MARKETING & PROPOSAL ADMINISTRATOR

Iconic Power Systems Inc.; Calgary; On-site; CAD 42,000 - 65,000; Full time

Benefits offered by this job

Health benefits

RRSP benefits

Job summary

Iconic Power Systems Inc. in Calgary, AB, is seeking a Marketing & Proposal Administrator to support proposals and marketing communications with our BD & Proposal team. The role involves preparing well-structured responses, coordinating with subject matter experts, and maintaining marketing collateral.

The successful candidate will have at least 1 year of proposal development experience, strong English communication skills, and the ability to meet tight deadlines in a dynamic environment.

Qualifications

• 1+ years of proposal development experience.
• Post-secondary education in Marketing, Business Administration, or related field is desirable.
• Experience in marketing and building proposals in Construction/Engineering is an asset.
• APMP designation or working towards it is an asset.
• High voltage industry experience is an asset.

Responsibilities

• Support preparation and submission of proposals, RFIs, RFQs, EOIs and other BD documents.
• Coordinate information from internal stakeholders for proposal and marketing activities.
• Assist Proposal Specialists and Manager, BD, Marketing & Proposals with tracking, scheduling and document management.
• Ensure documents are formatted, branded, and organized per standards.
• Maintain proposal library content, resumes, project descriptions, and marketing assets.
• Assist with content creation for LinkedIn, websites, newsletters and internal communications.
• Support CRM records, opportunity tracking, and marketing databases.

Skills

Proposal development experience

Marketing experience

APMP

HV industry experience

Business acumen

Communication skills

English proficiency

Attention to detail

Written and verbal communication

Presentation

Graphic design

MS Office

InDesign

Social media

Organization

Independent work

Education

Post-secondary education in Marketing/Business Administration or related field

Tools

Adobe Pro

InDesign

Job description

Calgary, Alberta, Canada

• an attractive remuneration package including health and RRSP benefits.

Position Summary

This position provides marketing and proposal support skills to the Marketing & Proposal department, and the organization. The Marketing & Proposal Administrator will be a brand and marketing champion working with our BD & Proposal team, subject matter experts and stakeholders to prepare well-thought-out proposal and marketing communications.

Qualifications

• 1+ years’ of proposal development experience
• Post-secondary education in Marketing, Business Administration, or related field is desirable.
• Experience in marketing and/or developing & building proposals in Construction/Engineering industry is an asset.
• An Association of Proposal Management Professionals (APMP) designation or demonstration of working towards the same is an asset.
• High voltage industry experience is an asset.

Skills

• Professional business acumen with excellent communication skills.
• Strong proficiency in English
• Strong attention to detail, accuracy, and the highest quality of written and verbal communication skills.
• Presentation, graphic design, and creative skills an asset.
• Proficient computer skills including Microsoft Office, Adobe Professional, InDesign, etc.
• Keen sense and strength in all social media platforms and comprehensive computer literacy.
• Highly organized with the ability to meet tight deadlines and adapt to changing needs.
• Self-motivated with the ability to work independently with minimal supervision, and as a team.

Duties

• Downloading documentation and setting up new bids in our CRM system, through bid portals and/or websites, as assigned
• Download bid documents and assist with opportunity setup in CRM systems, bid portals, and internal tracking tools.
• Review solicitation documents and support the preparation of proposal response templates, outlines, schedules, and compliance checklists under the guidance of senior proposal personnel.
• Assist with coordinating proposal activities, including scheduling meetings, tracking deadlines, collecting documents, and supporting proposal team communications. Support proposal and marketing teams by gathering information, formatting content, and maintaining proposal files and records.
• Maintain, update, and organize proposal library content, including project profiles, resumes, corporate information, and marketing collateral.
• Coordinate with subject matter experts and internal stakeholders to collect resumes, project information, organizational charts, and other supporting documentation.
• Prepares, and updates/maintains non-opportunity specific/additional sales qualification and reference materials (including résumés, project descriptions and organization charts) in designated document management locations.
• Organizes and participates in response-related meetings (internal and/or client), as appropriate.
• Proofs and edits technical and non-technical documents for consistency.
• Assist with proposal production activities, including electronic submissions and preparation of hard-copy deliverables when required.
• Work to understand and apply proposal methods and tools, consistently implement standard best practice processes.
• Maintain and update company websites, intranet content, social media assets, and marketing materials to ensure information remains current and accurate.
• Support the maintenance and organization of proposal databases, document management systems, and marketing content repositories.
• Assist with the creation and coordination of marketing materials, presentations, case studies, award submissions, and client communications.
• Provide administrative support for business development, marketing, and proposal initiatives as assigned.
• Other assigned duties

Responsibilities

• Support the preparation and submission of proposals, RFIs, RFQs, EOIs, pre-qualifications, and other business development documents.
• Coordinate the collection and organization of information required from internal stakeholders to support proposal and marketing activities.
• Assist Proposal Specialists and the Manager, Business Development, Marketing & Proposals with proposal tracking, scheduling, document management, and submission activities.
• Ensure proposal and marketing documents are properly formatted, branded, and organized in accordance with company standards and templates.
• Maintain accurate and up-to-date proposal library content, resumes, project descriptions, reference materials, and marketing assets.
• Support the production and timely delivery of proposal submissions through electronic procurement platforms and client portals.
• Assist with marketing initiatives, including social media coordination, website updates, content management, graphic design coordination, internal communications, event support, and promotional materials.
• Help maintain CRM records, opportunity tracking systems, and business development databases to support reporting and information management.
• Contribute to continuous improvement efforts by identifying opportunities to enhance proposal, marketing, and document management processes.
• Assist with content creation for LinkedIn, website updates, newsletters, and internal communications.
• Support the collection and tracking of project photos, client testimonials, and project highlights for marketing use.
• Maintain brand asset libraries and ensure consistent application of corporate branding.

Additional Information

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, or qualifications required of the position.