Proposal Coordinator

MaxPeopleHR; Golden Horseshoe; On-site; CAD 50,000 - 80,000; Full time

Job summary

An innovative construction firm is seeking a detail-oriented Proposal Coordinator to enhance their proposal management process. In this pivotal role, you will ensure the seamless coordination of proposal efforts, from data extraction to submission, while collaborating with various teams. This position offers an exciting opportunity to grow within a dynamic culture that values innovation and teamwork. Join a company that prioritizes employee development and fosters a supportive environment where your contributions can make a real impact on the success of projects. If you thrive in a fast-paced setting and are passionate about driving results, this role is for you.

Benefits

Comprehensive health and dental benefits

Employee & Family Assistance Plan

Career Growth Opportunities

Flexible Work Environment

Supportive Team Culture

Qualifications

• 2-5 years of proposal experience or related role required.
• Strong computer skills with MS Office and ERP/CRM systems.

Responsibilities

• Manage proposal development from RFP analysis to submission.
• Collaborate with teams to ensure accurate and timely proposals.

Skills

Proposal Development

Communication Skills

Attention to Detail

Analytical Skills

Project Management

Education

Degree in Communications, Marketing, or related field

Equivalent combination of education and experience

Tools

MS Office

SharePoint

ERP/CRM Systems

Job description

Join a Team That’s Redefining Construction Management!

Atmform Construction Group, we don’t just create spaces - we transform environments, experiences, and expectations. Based in Toronto, we specialize in commercial interior renovation projects and are known for our award-winning culture that sets us apart. We’re growing, and we’re looking for a highly organized and detail-focused Proposal Coordinator to be part of our dynamic team.

We’ve built our company on the belief that there’s always a better way to do things. We thrive on innovation, embrace new challenges, and foster a true team mentality in everything we do. We look beyond our industry for inspiration, continuously learning and evolving. Our commitment extends beyond our projects - we respect the environment and the people we work with, ensuring that our impact is meaningful and lasting.

Why Join mform?

At mform, we’re not just shaping spaces - we’re cultivating a dynamic culture where people thrive. If you’re a proactive, detail-oriented professional who takes ownership and thrives in a fast-paced environment, we want you on our team. This is more than just a role - it’s an opportunity to grow with a company that champions innovation, collaboration, and excellence. At mform, you’ll be empowered to make a real impact, hone your skills, and be part of a team that values people just as much as the projects we bring to life. Our culture is at the heart of everything we do. We balance old-school work ethic with modern processes and technology, all while keeping our laser focus on exceptional customer service.

About the Role

As Proposal Coordinator, you will play a critical role in driving efficient proposal management by ensuring accurate data extraction, seamless coordination across teams, and meticulous record-keeping within our ERP/CRM systems. Your contributions will directly support business development efforts by maintaining compliance, improving workflow efficiency, and enhancing the quality of our proposals.

We value individuals who take ownership and are committed to driving results. In this role, you will work cross-functionally to support our growth while fine-tuning your skills in a collaborative and supportive environment.

What you’ll be doing:

Proposal Development Support

1. Review and analyze requests for proposals (RFPs), bid documents, and related forms to identify submission requirements.
2. Extract and compile relevant data from supporting documentation for accurate proposal completion.
3. Write various proposal sections, as needed, including executive summaries, project descriptions, resumes, standard responses, and support writing/developing new plans with the Sales & Marketing Teams (together, the Business Development or BD Team).
4. Populate proposal forms, applications, and compliance documents with required information.
5. Ensure all sections of the proposal are complete, consistent, and aligned with client requirements.
6. Collaborate with internal teams (e.g., sales, finance, estimation, project management teams) to obtain required information for proposals.
7. Track outstanding data requests and follow up to ensure timely submission.
8. Review submissions for accuracy, completeness, and adherence to company standards, client specifications, regulatory and contractual obligations.
9. Maintain proposal schedules and track key milestones to meet deadlines.
10. Identify potential bottlenecks and escalate issues as needed.
11. Support version control and document management to ensure alignment across teams.
12. Organize and maintain a database of past proposals, templates, and best practices.
13. Generate reports on proposal status, success rates, and areas for improvement.
14. Assist in monitoring and maintaining the proposal content management database, and content libraries through SharePoint and OpenAsset.
15. Support in keeping accurate records on proposals, results, process lessons learned and debriefs.
16. Support continuous improvement of proposal processes and documentation.
17. Support proactive proposal initiatives in building strategy content, BD decks, and supporting pipeline management.
18. Participate in proposal strategy and review sessions.

ERP/CRM Administration

1. Enter and update proposal-related data in the ERP/CRM system, ensuring accuracy and completeness.
2. Generate reports from the system to track opportunities, proposal deadlines, and key milestones within the system.
3. Maintain accurate and up to date customer and project records, including contracts, pricing, and historical data.
4. Ensure proper tagging and categorization of records for easy retrieval and analysis.

What We’re Looking For

1. Degree in Communications, Marketing, Journalism, Paralegal Studies, Business, or an equivalent combination of education and experience.
2. 2–5 years of proposal experience, or a related role.
3. Experience in the construction industry (or adjacent fields) is a strong asset.
4. The ability to manage multiple proposals and internal projects in a fast-paced, deadline-orientated environment.
5. Excellent communication skills, with strong English writing abilities, attention to detail, and the ability to proofread and edit content effectively.
6. Experience with end-to-end proposal development (from kickoff to submission) preferred.
7. Strong computer skills and knowledge of MS Office (SharePoint, Dynamics, Word, Excel, Outlook, Teams).
8. Excellent at leveraging connections to follow up, ensuring timely, high-quality input and information are gathered for proposal success.
9. Strong analytical and comprehension skills, with the ability to analyze large volumes of information, identify key insights, and distill complex content into clear, concise, and actionable content.
10. A self-starter who takes initiative and can work independently while collaborating with a team.
11. Strong interpersonal skills to build and maintain relationships with clients and colleagues.

What You’ll Gain

1. Career Growth: Opportunities to advance and develop professionally within a progressive company.
2. Competitive Benefits Package: Comprehensive health and dental benefits, plus an Employee & Family Assistance Plan.
3. Innovative & Supportive Team: Work alongside like-minded professionals who are driven to make an impact.
4. Flexible & Fast-Paced Work Environment: Dynamic, high-energy setting with learning opportunities at every turn.
5. A Culture That Values You: Work in a company that prioritizes transparency, integrity, and professional development.

For consideration, please apply online.

As an equal opportunity employer we welcome diversity and synergy stemming from all perspectives as a result of different backgrounds and experiences. We provide respect and equal employment opportunities for all individuals and applicants for positions regardless of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, record of offences, marital status, same-sex partnership status, family status and disability. We are committed to working with applicants requesting accommodation at any stage of the hiring process.