Proposal Coordinator

Ainsworth; Mississauga; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Short-term incentives

Job summary

GDI Ainsworth in Mississauga, Canada, is seeking a detail-oriented Proposal Coordinator to support the Proposal Development team in preparing, formatting, coordinating, and submitting RFQs, RFPs, and other bids.

You will work closely with internal teams to gather required documents, resumes, and project references, track deadlines, and ensure submissions are complete and on time. Strong organizational and communication skills are essential.

Qualifications

• College diploma or university degree in Business, Communications, Marketing, Project Management, or a related field, or equivalent experience.
• 1-3 years of experience in coordination, administration, project support, business development, or a related role.
• Experience with SharePoint, CRM systems, document management tools, proposals, RFQs/RFPs, or procurement portals is an asset.
• Experience in construction, facility services, engineering, or technical services is considered an asset.
• Proficient in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational, time management, and communication skills with keen attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Self-motivated team player with a willingness to learn and grow.

Responsibilities

• Support the preparation and coordination of RFQs, RFPs, Pre[qualifications, and other proposal submissions.
• Review bid documents and help identify submission requirements, forms, and deadlines.
• Track proposal deadlines, requirements, and outstanding information.
• Coordinate with internal teams to gather required documents, resumes, project references, and other information.
• Format, edit, proofread, and assemble proposal documents.
• Maintain and update resumes, project profiles, templates, and other proposal content.
• Organize proposal files and documents in SharePoint and other internal systems.
• Support internal proposal reviews and approvals.
• Assist with electronic submissions through client portals and email.
• Complete final checks to ensure submissions are complete and properly formatted.
• Provide general support to the Proposal Development Team as required.
• Perform other related duties as assigned.

Education

College diploma or university degree in Business, Communications, Marketing, Project Management, or a related field, or equivalent experience

Tools

SharePoint

CRM systems

Document management tools

Microsoft Office

Job description

Job Summary:

The Proposal Coordinator supports the Proposal Development team in the preparation, formatting, coordination, and submission of proposals and sales documents. Working closely with internal teams, this role helps ensure RFQs, RFPs, pre-qualifications, and other submissions are accurate, complete, and delivered on time. The ideal candidate is organized, detail-oriented, and able to manage multiple deadlines in a fast-paced environment.

Key Responsibilities

• Support the preparation and coordination of RFQs, RFPs, Pre[qualifications, and other proposal submissions.
• Review bid documents and help identify submission requirements, forms, and deadlines.
• Track proposal deadlines, requirements, and outstanding information.
• Coordinate with internal teams to gather required documents, resumes, project references, and other information.
• Format, edit, proofread, and assemble proposal documents.
• Maintain and update resumes, project profiles, templates, and other proposal content.
• Organize proposal files and documents in SharePoint and other internal systems.
• Support internal proposal reviews and approvals.
• Assist with electronic submissions through client portals and email.
• Complete final checks to ensure submissions are complete and properly formatted.
• Provide general support to the Proposal Development Team as required.
• Perform other related duties as assigned.

Qualifications:

• College diploma or university degree in Business, Communications, Marketing, Project Management, or a related field, or equivalent experience.
• 1-3 years of experience in coordination, administration, project support, business development, or a related role.
• Experience with SharePoint, CRM systems, document management tools, proposals, RFQs/RFPs, or procurement portals is an asset.
• Experience in construction, facility services, engineering, or technical services is considered an asset.
• Proficient in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational, time management, and communication skills with keen attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Self-motivated team player with a willingness to learn and grow.

The salary range is $55,000.00 to $75,000.00 per year. Actual salaries will vary based on factors such as education, experience, knowledge, skills, and abilities, as well as alignment with market data. The base salary is just one component of Ainsworth’s total compensation package, which also includes additional rewards and benefits such as short-term incentives and health insurance, among others.

While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted.

GDI Ainsworth is committed to building a diverse and inclusive workplace. Qualified designated group members are encouraged to apply as any reasonable accommodation of qualifications will be considered as per our Accommodation Policy, available upon request.

GDI Ainsworth is an integrated multi-trade company, offering end-to-end services and solutions for all asset maintenance and refurbishment requirements of our customers. We are continually striving to create better and more advanced products as well as provide the highest quality service. We are rapidly growing and need talented professionals to help drive our vision at becoming the best multi-trade company in the country!