Proposal Coordinator

Reinbold Engineering Group; Calgary; Hybrid; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Hybrid work program

Free parking

Employer sponsored training

Benefits Pool (Health Spending)

Job summary

Reinbold Engineering Group in Calgary is seeking a detail-oriented Proposal Coordinator to join the Proposals and Marketing team at the Calgary head office. You’ll help develop high-quality proposals, fee letters, and pre-qualification submissions for projects across North America, collaborating with proposal, marketing, and technical teams.

The role suits someone who thrives in a fast-paced environment, manages multiple priorities, and delivers polished work on tight deadlines.

Qualifications

• 5+ years of administrative/coordinator experience.
• Advanced proficiency with Microsoft Office (Word, Excel, Outlook).
• Strong organizational and time-management skills.
• Excellent written and verbal communication, with attention to grammar and detail.
• Ability to translate technical information into clear content.
• Ability to work across multiple teams and offices.
• Comfortable in a fast-paced, deadline-driven environment.
• Strong interpersonal skills with technical professionals and clients.

Responsibilities

• Coordinate proposals, bids, RFQs, and pre-qualifications.
• Prepare opportunity-specific materials (org charts, resumes, graphics).
• Review and proofread proposal documents for clarity and brand consistency.
• Maintain project portfolio database and knowledge management systems.
• Provide administrative support to the marketing and proposals teams.
• Cross-office coordination across five offices.
• Support security clearances and background check documentation.
• Ensure timely submission and file organization.

Skills

Administrative coordination

Organizational skills

Time management

Communication skills

Attention to detail

Problem solving

Independence

Deadline-driven

Education

Business administration certificate

Communications degree

Marketing certification

Tools

Adobe InDesign

Adobe Acrobat

PowerPoint

MERX

APC

BCBid

Job description

About Reinbold Engineering Group

Reinbold Engineering Group is a Canadian Mechanical Engineering consulting firm providing practical, resilient, and sustainable solutions across a wide range of building sectors. Since 1998, we have continued to grow and evolve with the industry while maintaining a strong focus on technical excellence, collaboration, and client service. With approximately 90 employees across five offices in Calgary, Edmonton, Toronto, Vancouver, and Kelowna, our teams work collaboratively across Canada to deliver innovative engineering solutions for our clients.

In September 2026, Reinbold joined the Englobe community, a leading Canadian engineering and environmental services firm with more than 70 offices and over 4,000 employees nationwide. This partnership provides opportunities to expand our technical expertise, collaborate across a broader network of professionals, and support projects of varying scale, while maintaining the culture, relationships, and values that have shaped Reinbold for nearly three decades.

At Reinbold, we believe our people are at the heart of our success. We foster a collaborative environment where ideas are welcomed, expertise is valued, and people are encouraged to take ownership of their work. We invest in our employees through training, mentorship, and meaningful project experience, providing opportunities to grow both professionally and personally.

The Opportunity

We are currently seeking a Proposal Coordinator to join our Proposals and Marketing team at our Calgary head office.

This is an opportunity for a highly organized, detail-oriented professional who enjoys bringing people, information, and deadlines together. Working closely with our proposal, marketing, and technical teams across our five offices, you support the development of high-quality proposals, fee letters, and pre- qualification submissions for projects across North America.

The Proposal Coordinator will support the proposal process from initial request through submission, helping to ensure submissions are well organized, compliant, compelling, and delivered on time. The role is well suited to someone who enjoys a fast-paced environment, can manage multiple priorities, and takes pride in producing polished, professional work.

If you are a strategic thinker, strong communicator, and collaborative team player with a keen eye for detail and a natural ability to solve problems, this could be an opportunity for you. Do you take initiative, enjoy working with a variety of people and priorities within a fast-paced environment? Do you take pride in seeing a project come together from start to finish and are ready to jump in where needed? If so, we’d like to hear from you!

What You’ll Take On

Proposals & Fee Letters

• Responsible for coordinating between multiple parties for development and production of proposal materials based on client requirements to ensure top-quality responses to RFPs, RFIs, RFQs, RFSOs. and related documents and ensuring required timelines are met.
• Prepare opportunity specific materials such as organizational charts, schedules, resumes, graphics, and other supporting documents.
• Assist with updating resumes, project information, and other content for specific opportunities.
• Review and proofread proposal documents for clarity, grammar, formatting, consistency, and alignment with company standards before final submission.
• Provide opportunity-specific updates to resumes for key team members and project information as required.
• Assisting with non-technical writing for opportunity-specific efforts.
• Assist marketing team with updates to the project portfolio database to ensure the content is accurate, remains relevant and that new projects are included.
• Contributes to the generation, collection, tracking, dissemination, and storage of proposals.
• Assist with maintaining proposal records, databases, and knowledge management systems to support continuous improvement and future pursuits.
• Ensures that a high level of professionalism, quality and brand consistency is maintained.

Document Preparation & Proofing

• Assist with proofreading and editing internal and client-facing documents to ensure accuracy,c consistency, and adherence to company branding guidelines.
• Assist with the preparation of mechanical specifications, including document coordination, and formatting.
• Provide project related administrative support as the need arises. This includes but is not limited to preparation and proofing of letters, additional fees, certificate of payments etc.

Team Support

• Support management with various administrative tasks as they arise.
• Assist with the applications and organization of documentation related to security clearances, and criminal background checks etc.
• Holiday coverage for proposal team ensuring continuity of proposal functions and reception.
• Provide cross-office coordination and administrative support to across 5 offices as needed.

Qualifications

We are looking for an organized, motivated individual with strong administrative and coordination skills. Previous proposal experience is preferred; however, we are willing to train the right candidate who demonstrates strong organizational skills, initiative, attention to detail, and a keen interest in learning the proposal process.

• 5+ years of administrative, coordination, or related experience in a professional services
• environment.
• Advanced proficiency with Microsoft Office, particularly Word, Excel, and Outlook.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and competing deadlines.
• Excellent written and verbal communication skills, with strong attention to grammar, formatting, and detail.
• Ability to work comfortably with technical information and translate complex information into clear, concise, client-focused content.
• Ability to coordinate information and deadlines across multiple teams, projects, and offices.
• Strong attention to detail and a commitment to producing accurate, polished, and professional work
• Sound problem-solving skills, including ability to identify issues, determine next steps, and escalat when required.
• Ability to work independently, take initiative, and identify what needs to be done without always being directed.
• Comfortable working in a fast-paced, deadline-driven environment where priorities can change quickly.
• Strong interpersonal skills and the ability to work effectively with technical professionals, principals, clients, and internal teams.
• Ability to learn new software, processes, and technical terminology quickly.

What will give you the edge

• Previous experience coordinating proposals, bids, RFQs, RFPs, and pre-qualifications.
• Post-secondary education or certifications in business administration, communications, marketing, or a related field
• Experience working in the architecture, engineering, or construction (A/E/C) industry in marketing, communications, project administration/coordination or a similar role.
• Basic ability to interpret architectural drawings and understand common building terminology.
• Experience working with Adobe InDesign, Adobe Acrobat, and Microsoft PowerPoint.
• Experience managing large documents and coordinating content from multiple contributors.
• Familiarity with procurement platforms such as MERX, APC, BCBid, or similar systems.

Why Join our Team

• Work in a collaborative environment with opportunities for professional growth
• Hybrid work program
• Free parking and close to Chinook Station
• Employer sponsored training
• 2.5% of annual wages towards the Benefits Pool – Health Spending and Health Wellness Account, TFSA or RRSP, Public Transit, PPE
• Holiday office closure
• Early finish Fridays (5.5 hours)
• Paid leave policy for summer eventsEmployee referral program
• Excellent company benefits with flex days
• Multiple company events throughout the year