Proposal Coordinator

ISL; Calgary; Hybrid; CAD 70,000 - 85,000; Full time

Benefits offered by this job

Hybrid work model

Benefits package

Life Insurance and AD&D

RRSP with employer matching

Professional development opportunities

Parental leave top ups

Employee Assistance Program

Job summary

ISL invites you to join our Alberta/BC regional team as a Proposal Coordinator. You will manage proposal timelines, coordinate content with technical writers and designers, and ensure high-quality, on-time submissions for transportation, municipal infrastructure and related projects.

You will work with Project Managers and internal teams to translate complex client needs into compelling proposals, maintaining brand standards and delivering polished documents under tight deadlines.

Qualifications

• 3+ years of experience coordinating proposals with multiple partners
• Experience coordinating information for multiple proposals of varying complexity
• Familiarity with RFP process and proposal lifecycle, municipal RFPs a plus
• Detail oriented with proofreading ability
• Strong communication and client-focused writing skills

Responsibilities

• Review RFPs, RFQ, etc. and provide high-level summaries to Technical Team.
• Prepare proposal documents, organizing elements per RFP/RFQ requirements.
• Establish and manage proposal timelines with milestones and approvals.
• Lead and facilitate proposal team meetings to track progress and resolve issues.
• Coordinate proposal content with writers, designers, and contributors.
• Ensure proposals meet brand standards and professional quality.
• Maintain up-to-date CVs and project sheets used in proposals.
• Proofread and format drafts prior to submission.
• Collaborate on final assembly and QC of submissions.
• Track proposal outcomes and participate in debriefs as needed.

Skills

Proposal coordination

Stakeholder management

MS Office

Editing/proofreading

Education

Post-secondary education in a relevant field

Tools

Adobe Creative Suite

Microsoft Office

Job description

Are you looking to join a highly collaborative dynamic team that creates winning proposals? Do you excel at wrangling key contributors as you drive toward and achieve deadlines? Are you looking to leverage your communication and negotiation skills as part of a proactive team? Are you passionate about delivering quality work with relentless attention to detail? If so, we would like to hear from you!

This opportunity is open to any of our Alberta or BC locations including Edmonton, Calgary, Burnaby or Langley.

A Little About Us

ISL is comprised of just over 600 employees including award-winning engineers, technologists, planners, landscape architects, scientists, and much more that work together to deliver infrastructure projects that minimize environmental impacts and maximize benefits to the community. Learn more about our work by visiting us on Instagram @islengineering / LinkedIn and feel free to join our ISL newsletter on LinkedIn: Inside ISL.

More About What We Do

• We deliver on a variety of multidisciplinary projects.
• We have extensive expertise – We have a variety of expertise and are comprised of five sectors specializing in Transportation, Municipal and Community, Bridges, Building and Structures and Land and Environment. Learn more about our areas of practice.
• We are award winning and recognized in industry – Visit our #ISLLife blog and learn

The Key To Our Team’s Success Is

• Teamwork – We are unique in how we approach proposal work. Multiple team members work together on each and every proposal, which means we can act as a stronger unit while growing our own individual skillsets. Everyone on the team is ready to jump in and lend a helping hand wherever they can—someone will always have your back!
• Responsiveness – We strive to support business development opportunities across the company with varying levels of strategic, creative advice that fits the proposal and the team.
• Collaboration – While driving the proposal schedule and deliverables, we coordinate seamlessly with internal and external teams at all levels to execute responses to all types of RFX’s.
• Ongoing Development - We have a culture of mentorship and leverage both hands-on and formal training opportunities to ensure that you have a versatile and diversified skillset that is fully funded.

About The Role

ISL’s Proposal Coordinators thrive on tight deadlines, adding the final polish that helps us win exciting projects in transportation, municipal infrastructure, community development, water, environment, structures, landscape architecture, and community engagement. It’s work that shapes the places we live, work, and play.

Responsibilities

• Review RFP’s, RFQ, etc. and provide high-level summaries to Technical Team.
• Prepare proposal documents, including the necessary planning and organization elements, by understanding the specific requirements of each RFP’s, RFQ, etc.
• Establish and manage proposal timelines by setting priorities and milestone dates for internal reviews, team meetings, approvals, and final client submission—ensuring all deadlines are met.
• Lead and facilitate proposal team meetings to align contributors, track progress, and resolve issues proactively throughout the proposal lifecycle.
• Coordinate proposal content development by identifying required sections and assigning responsibilities to technical writers, graphic designers, and corporate contributors.
• Ensure proposals adhere to the company’s editorial and brand standards and reflect a high level of professionalism and quality.
• Ensure standardized components of the proposal are kept up to date (CVs, project sheets, etc.).
• Proofread and format proposal drafts prior to sending.
• Collaborate with proposal/production team members in the final assembly and compile of the submission.
• Perform quality control on the final document.
• Track and review proposal successes and failures and attend proposal debriefs, as required.

You thrive in fast paced work environments with competing deadlines.

• You are a relationship builder who is easily able to influence what is needed from a variety of Project Managers.
• You are the kind of person that high fives the team once a proposal is submitted on time for consideration.
• You want to help ISL be a top three in the market by advancing our capability to successfully compete on RFP’s across BC, AB, Yukon and Saskatchewan.
• You seamlessly integrate into diverse proposal teams, adapting your communication style to collaborate effectively across a range of personalities and workflows.
• You have a strong grasp of both the business and client needs which allows you to translate complex technical language into compelling, client-focused proposals.
• You are confident taking initiative to identify and resolve challenges independently.

Your Application Should Show Us

• Minimum of 3 years of experience in proposal coordination where multiple partners were involved
• Post secondary education in a relevant field, or relevant work experience.
• An indication of the scope and magnitude of Proposals you have worked on coordinating.
• Experience coordinating information needed for multiple proposals with varying complexity.
• Knowledgeable of the RFP process and proposal lifecycle. Understanding of municipal RFP processes is a definite asset.
• Detail orientated with the ability to proofread
• Curious demeanor with an ability to ask the right questions in a timely manner to successfully get results
• Strong knowledge and experience using Microsoft Office (Word, Excel, PowerPoint etc.) with a proven ability to understand the creation and use of templates.
• Adobe Creative Suite is considered a valuable asset, though not essential.
• Experience in an AEC related industry would be an asset.

What ISL Offers

Depending on your experience level, the salary range for this position (based on a 40-hour work week) is:

• $70,000 - $85,000

Here Are Some Of The Amazing Benefits We Provide

• Hybrid model of work with flexibility to travel and work from our offices across Western Canada.
• Immediate Employer paid benefits upon commencement which include health, dental and extensive paramedical services.
• Life Insurance and AD&D options.
• Healthcare Spending and Lifestyle Option Accounts.
• Group RRSP with employer matching opportunities.
• Competitive annual bonus incentives.
• Paid professional development opportunities such as conferences and memberships.
• Parental leave top ups.
• Shareholder opportunities.
• 24/7/365 Employee & Family Assistance Program.
• Service Recognition Awards.
• An excellent onboarding and mentorship plan to set you up for success.

Location

ISL Is Proudly Located In Over 16 Offices Across Western Canada. This Position Will Be Located In Any Of Our Alberta Or BC Offices Including

• Burnaby
• Langley
• Edmonton
• Calgary

At ISL your identity is part of our identity. Diversity, Equity and Inclusion (DEI) speaks to our core values and provides space for our teams to bring their authentic selves to work. ISL believes DEI creates the best outcomes for our clients while sustaining a happy and thriving work environment that allows for career development and opportunities for all staff. ISL is committed to a focused effort on continuous improvement and development of a respectful and safe workplace.

We thank all applicants in advance for their interest in this position. Only those who will be selected for an interview will be contacted.