Proposal Coordinator

Bird Construction; Calgary; On-site; CAD 65,000 - 90,000; Full time

Job summary

Bird Construction is seeking a Proposal Coordinator to collaborate with corporate and regional teams across Canada, developing, tracking and submitting government proposals to support business development initiatives.

The role involves coordinating prep, distributing RFPQ/RFP information, standardizing content, setting deadlines, and ensuring proposal quality and compliance. Location flexibility between Edmonton and Calgary is available.

Qualifications

• Undergraduate degree/diploma in marketing/communications, or business-related field experience.
• 3–5 years’ experience with proposal creation responsibility specific to government related projects in a sales, business development or marketing environment.
• Superior written and verbal communication skills.
• Ability to communicate with team members at all levels of the organization.
• Proficient or advanced experience with Adobe Creative Cloud Suite (InDesign, Illustrator, Photoshop).
• Proficient or advanced experience with Microsoft Office (Outlook, Word, Excel, SharePoint, etc.).
• Experience working with a Client Relationship Management (CRM) tool considered an asset.
• Excellent project coordination skills and understanding of key business processes.
• Ability to forge, grow and maintain positive relationships.

Responsibilities

• Coordinate the proposal preparation and submission.
• Read and distribute RFPQ/RFP information to the pursuit team.
• Distribute requests for information internally, as required.
• Centralize and standardize RFP content.
• Set deadlines for content and manage submissions.
• Strategize on proposal content and partner with the Defence Proposal Team.
• Draft tailored content with the Defence Proposal Team.
• Manage technical content with high accuracy.
• Collaborate with external vendors and stakeholders for input.
• Review and edit proposal material.
• Arrange proposal reviews.
• Share lessons learned and best practices.
• Incorporate continuous improvement and compliance mindset.
• Track proposals—submissions, successes, opportunities for improvement.
• Create and maintain template documents.
• Set-up and participate in debriefs and document feedback.
• Act as single point of contact for RFP/RFPQ/EOI communications.
• Ensure consistent look and feel for all submittals and compliance.
• Archive information and keep marketing database up to date.
• Maintain project information files and update as project progresses.

Skills

Communication skills

Team communication

Analytical thinking

Urgency

Collaboration

Education

Undergraduate degree/diploma in marketing/communications or business

Tools

Adobe Creative Cloud

Microsoft Office

CRM tools

Job description

Reporting to the Pursuit Manager – Defence, the Proposal Coordinator will work closely with corporate and regional teams across Canada on developing, tracking and submitting proposals for government agencies, and supporting business development initiatives.

The preferred location for this role is Edmonton, AB. However, we are open to having this position based in our Calgary, AB office.

What You Will Be Working On

• Coordinate the proposal preparation and submission.
• Read and distribute Request for Pre‑Qualification/Request for Proposal (RFPQ/RFP) information to the pursuit team.
• Distribute requests for information internally, as required.
• Centralize and standardize RFP content.
• Set deadlines for content and manage submissions.
• Strategize on proposal content and partner with the Defence Proposal Team.
• Work with the Defence Proposal Team to draft tailored content.
• Manage technical content with a high degree of accuracy.
• Work with external vendors and stakeholders to obtain their input and information.
• Review and edit proposal material.
• Arrange for proposal reviews.
• Share lessons learned and best practices.
• Incorporate a continuous improvement and compliance mindset.
• Track proposals – submissions, successes, opportunities for improvement.
• Create and maintain template documents.
• Set‑up and participate in debriefs and document feedback.
• Act as the single point of contact for RFP, RFPQ, Expressions of Interest (EOI), and other such communications.
• Ensure consistent look and feel for all submittals, with a focus on compliance.
• Ensure proposal quality and compliance.
• Archive information and keep marketing database up to date.
• Maintain marketing information files, obtain project information at the start of the project, and create project folder; manage and update this information as the project progresses and upon completion.

What We Are Looking For

• Undergraduate degree/diploma in marketing/communications, or business‑related field experience.
• 3‑5 years’ experience with proposal creation responsibility specific to government related projects in a sales, business development or marketing environment.
• Superior written and verbal communication skills.
• Ability to communicate with team members at all levels of the organization.
• Proficient or advanced experience working with the Adobe Creative Cloud Suite (InDesign, Illustrator, Photoshop).
• Proficient or advanced experience working with Microsoft Office (Outlook, Word, Excel, SharePoint, etc.).
• Experience working with a Client Relationship Management (CRM) tool considered an asset.
• Excellent project coordination skills and understanding of key business processes.
• Ability to forge, grow and maintain positive relationships.
• Ability to manage multiple priorities simultaneously and meet the time demands of unpredictable activities, capable of handling pressure and challenges in a dynamic business environment.
• Ability to work within tight deadlines and prioritization of work to achieve them.
• Strong analytical, critical thinking, troubleshooting, problem‑solving skills, and a high degree of accuracy and attention to detail.
• Highly developed interpersonal, communication, and organizational skills.
• Sense of urgency and strong commitment to achieving goals; ability to work in a challenging, fast‑paced environment.
• Ability to work collaboratively with a positive attitude.
• Previous experience working in a corporate construction, architecture, and/ or engineering environment considered an asset.
• Experience with government procurement is considered an asset.
• Experience with and a self‑driven interest in implementing AI tools is considered an asset.