Proposal Coordinator

Colonial Group; Halifax; Hybrid; CAD 46,000 - 60,000; Full time

Job summary

Colonial Group seeks a skilled OSP Proposal Coordinator to support the BPA proposal development lifecycle. You will manage proposal tracking, partner coordination, and documentation with close collaboration with technical leads and writers.

Key activities include monitoring opportunities, maintaining trackers and information systems, coordinating client/architect requirements, and supporting fee letters, CVs, and project descriptions. Strong organizational skills are essential.

Qualifications

• Strong organizational skills and exceptional attention to detail.
• Excellent time management and proofreading accuracy.
• Effective cross-functional communication and collaboration.
• Ability to work independently and manage multiple tasks.

Responsibilities

• Support end-to-end proposal development: tracking, partner coordination, and documentation.
• Monitor opportunities, track status, and ensure timely Go/No-Go decisions.
• Coordinate with architects/partners and maintain Client/Architect Requirements sheets.
• Assist in preparing draft fee letters and support CVs and project descriptions.

Job description

Role Overview

The OSP Proposal Coordinator supports BPA's proposal development process end-to-end, from proposal tracking, partner coordination, and documentation support. This role requires strong organizational skills and close collaboration with Technical Leads, Discipline Leads, and the Proposal Writers.

Key Responsibilities

Opportunity Monitoring & Tracking:

• Receive potential RFPs and follow up with decision stakeholders to secure timely Go/No-Go decisions
• Maintain and update the OSP proposal tracker, including addenda updates
• Maintain and update various OSP information systems

Partner & Architect Coordination

• Initiate and manage outreach when an opportunity requires partnering with an architect, working with internal stakeholders to identify the best-fit partner per opportunity
• Create and maintain the Client/Architect Requirements sheet for each proposal

Proposal Support

• Assist in preparing draft fee letters and follow up with Discipline
• Support CV maintenance and updates
• Support project description updates

• Provide general administrative coordination and documentation support throughout the proposal lifecycle

Technical Proficiency:

• Advanced knowledge of Microsoft Office
• SharePoint
• AI usage
• Adobe
• Proposal/document automation software

Soft Skills:

• Exceptional attention to detail
• Strong time management
• Proofreading accuracy
• Effective cross-functional communication
• Ability to work independently
• Strong organization skills