Proposal Coordinator

Acara Solutions, Inc.; Saint-Bruno; Hybrid; CAD 80,000 - 90,000; Full time

Job summary

Acara Solutions, Inc. is seeking a Proposal Coordinator to orchestrate the proposal lifecycle from RFP to submission.

You will coordinate schedules, consolidate inputs, and ensure accessibility, formatting, and compliance while keeping contributors aligned to deliver polished proposals. Working with proposal managers, technical writers, graphic designers, and SMEs, you will manage SharePoint workspaces, templates, and version control, plus light edits to close content gaps and meet customer

Qualifications

• Bachelor's degree in Business, Communications, or related field, or equivalent experience.
• Experience coordinating complex, multi-stakeholder document production or proposals.
• Strong project coordination skills, including scheduling and stakeholder follow-up.
• Proficiency with Microsoft Word, PowerPoint, and collaborative tools (SharePoint, Teams); strong skills in Adobe Acrobat (Pro).
• Bilingual French & English: Excellent communication skills—written and verbal—with keen attention to detail for formatting and compliance.
• Ability to manage multiple deadlines and work effectively in a fast-paced, deadline-driven environment.

Responsibilities

• Coordinate proposal schedules, trackers, and action logs; keep milestones on track.
• Maintain SharePoint workspaces and proposal templates with version control.
• Format narratives and forms to meet instructions and internal standards.
• Coordinate signatures, approvals, and final package assembly.
• Identify content gaps and coordinate SME inputs; light editing for clarity.

Skills

Bilingual French & English

Project coordination

Proposal coordination

Attention to detail

Deadline oriented

Education

Bachelor's degree in Business/Communications

Tools

SharePoint

Teams

Adobe Acrobat Pro

Microsoft Word

PowerPoint

Job description

As Proposal Coordinator, you help orchestrate the proposal lifecycle—from RFP release to final submission—by ensuring documentation is accessible, properly formatted, compliant, and delivered on time.

Working closely with Proposal Managers, Technical Writers, Graphic Designers, and Subject Matter Experts, you will coordinate schedules and reviews, consolidate inputs, and keep contributors aligned so the team can deliver polished, high-impact proposals.

Status : 6 Months to start

Pay: 80K to 90K

Hybrid : 3 days in office / 2 days remote

Key Responsibilities

• Champion quality and serve as the hub connecting commercial, technical, and creative contributors—making sure everyone has the right files, context, and deadlines.
• Support kick-off meetings and color team reviews (Pink, Red, Gold) by preparing review packages, distributing materials, capturing notes, and consolidating feedback.
• Build and maintain proposal schedules, trackers, and action logs; follow up with contributors to keep milestones on track and communicate clear expectations.
• Set up and maintain SharePoint workspaces and proposal templates; ensure version control and document accessibility for all contributors.
• Format narratives and forms to meet customer instructions and internal standards; enforce naming conventions and style consistency.
• Coordinate signatures and approvals; manage the final assembly of submission packages and, when required, arrange printing and shipping.
• Identify content gaps and coordinate SME inputs; perform light edits for clarity and consistency, escalating issues to the Proposal Manager as needed.
• Adapt quickly to shifting priorities, evolving requirements, and compressed timelines. Implement creative solutions to overcome content gaps, resource constraints, or process bottlenecks, maintaining a proactive, solutions-oriented mindset.

About You

• Collaborative and results‑driven. You build strong relationships and motivate cross‑functional teams to deliver on their commitments.
• Detail-oriented and quality-driven. You care about clean formatting, accurate versioning, and on-time delivery.
• Proactive and resourceful. You anticipate challenges, take initiative, and drive continuous improvement in the workflow.
• Agile and resilient. You thrive in dynamic environments and can manage multiple deadlines with composure.

Job Requirements

Required Qualifications

• Bachelor's degree in Business, Communications, or a related field, or equivalent experience.
• Experience coordinating complex, multi-stakeholder document production or proposals (experience in transportation, infrastructure, or engineering sectors an asset).
• Strong project coordination skills, including scheduling, prioritization, and stakeholder follow-up.
• Proficiency with Microsoft Word, PowerPoint, and collaborative tools (e.g., SharePoint, Teams); strong skills in Adobe Acrobat (Pro).
• Bilingual French & English : Excellent communication skills—written and verbal—with keen attention to detail for formatting and compliance.
• Ability to manage multiple deadlines and work effectively in a fast-paced, deadline-driven environment.

Desired Qualifications

• Experience supporting proposals for North American audiences in transportation, infrastructure, or engineering.
• Familiarity with procurement and administrative systems (e.g., Ariba).
• Foundational editing skills and comfort coordinating inputs from subject matter experts.
• Excellent communication skills in both English and French.

You don't need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family, you'll be proud. If you're up for the challenge, we'd love to hear from you!

Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer. Race/Color/Gender/Religion/National Origin/Disability/Veteran.

Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.