Proposal Coordinator

Bilinguallink; Edmonton; On-site; CAD 55,000 - 75,000; Full time

Job summary

Bilinguallink is seeking a Proposal Coordinator in Canada to support the business development and estimating teams. You will coordinate, prepare, and submit high-quality proposals and tenders while ensuring accuracy, compliance, and timely delivery.

You will collaborate with Estimating, Operations and HR to gather content, manage templates, and maintain proposal records and databases throughout the lifecycle.

Qualifications

• Experience coordinating proposals, bids, or document control in construction/engineering preferred.
• Ability to manage multiple deadlines with attention to detail.
• Strong writing, editing, and proofreading skills.

Responsibilities

• Coordinate preparation and submission of proposals, tenders, and bid packages.
• Review, edit, and format technical and commercial documents for compliance.
• Develop and maintain proposal templates and document libraries.
• Monitor procurement websites for bid opportunities.
• Coordinate with Estimating, Operations, HR and other departments.
• Organize proposal meetings and submission schedules.

Skills

Multitasking

Organizational skills

Analytical skills

Editing and proofreading

Communication skills

Time management

Team collaboration

Education

Post-secondary education in Business or related field

Background in Project/Construction Management

Tools

Microsoft Office (Word/Excel/PowerPoint)

Adobe Acrobat

Job description

POSITION SUMMARY

The Proposal Coordinator is responsible for coordinating, preparing, and submitting high-quality proposal and tender documents in support of the company's business development and estimating efforts. Working closely with the Estimating, Operations, and Human Resources teams, this individual will ensure proposals are accurate, compliant, professionally presented, and submitted within client deadlines. The Proposal Coordinator will manage proposal documentation, maintain proposal records, and coordinate information from multiple stakeholders throughout the proposal lifecycle.

CORE RESPONSIBILITIES

• Follow company safety values and comply with all established policies and procedures.
• Coordinate the preparation and submission of proposals, tenders, and bid packages.
• Process, review, organize, and maintain proposal and client documentation.
• Track proposal activity by maintaining an internal proposal database.
• Coordinate with Estimating, Operations, Human Resources, and other departments to gather required proposal content.
• Review, edit, proofread, and format technical and commercial proposal documents to ensure consistency, accuracy, and compliance.
• Develop and maintain proposal templates, formatting standards, and document libraries.
• Monitor client procurement websites for new bid opportunities and tender notifications.
• Ensure proposal submissions meet client requirements, deadlines, and compliance standards.
• Act as the primary point of coordination between internal stakeholders throughout the proposal process.
• Assist with subcontractor quote administration and coordination during the tender process.
• Prepare and distribute estimating reports and proposal-related documentation as required.
• Organize proposal meetings, site visits, conference calls, and submission schedules.

ACCOUNTABILITIES

• Coordinate the successful preparation and submission of high-quality, compliant proposal and tender packages.
• Ensure proposal documentation is accurate, complete, and delivered on time.
• Maintain proposal records, templates, and supporting documentation.
• Support continuous improvement of proposal processes and documentation standards

ESSENTIAL REQUIREMENTS

Education & Experience

• Post-secondary education in Business, Project Management, Construction Management, Engineering, Communications, or a related field is preferred.
• Previous experience in proposal coordination, bid coordination, estimating support, or document control, preferably within the construction, industrial, or engineering sectors.

Skills & Abilities

• Proven ability to manage multiple deadlines while maintaining exceptional attention to detail.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written, editing, proofreading, and verbal communication skills.
• Advanced proficiency with Microsoft Office Suite, particularly Word, Excel, and PowerPoint; experience with Adobe Acrobat is preferred.
• Experience formatting complex documents using templates, styles, and corporate branding standards.
• Ability to work collaboratively across multiple departments and manage competing priorities.
• Self-motivated, highly organized, and committed to producing accurate, professional proposal submissions.