Proposal Coordinator

ERA Architects Inc.; Toronto; On-site; CAD 52,000 - 68,000; Full time

Job summary

ERA Architects Inc. is seeking a Proposal Coordinator to support its Proposal Support team in Toronto. You will coordinate RFP responses, gather input from project teams, and format submission documents to meet client requirements and deadlines.

The role involves drafting content, maintaining proposal content libraries, and ensuring quality assurance processes are followed to reflect ERA’s work and values.

Qualifications

• Undergraduate degree in Marketing or equivalent; experience considered.
• 2–5 years of proposal experience in the AEC industry, including RFP responses for public sector clients.
• French language skills are an asset.

Responsibilities

• Coordinate and support preparation, production, and submission of RFP responses.
• Collaborate with project teams, principals, and subconsultants to gather inputs and ensure schedule.
• Format and produce high-quality submissions using InDesign and other tools; ensure brand consistency.

Skills

Deadline management

Communication

Organizational skills

Independent work

Team collaboration

Attention to detail

Copy editing

Education

Undergraduate degree in Marketing or equivalent

Tools

InDesign

Adobe Photoshop

Job description

Job ID: B3-TPC-002 Function: Proposal Support Sub-Function: N/A

Location: Toronto

Reports to:Proposal Manager

Date: August 28, 2026

JOB SUMMARY

The Proposal Coordinator provides support to ERA’s Proposal Support team, with a primary focus on coordinating and producing formal proposal responses to Requests for Proposal (RFPs). Working closely with the Proposal Manager and project teams across ERA’s offices, this role supports the full proposal process, including organizing pursuit information, coordinating teams and inputs, preparing and formatting submission materials, maintaining proposal content, and ensuring deadlines and submission requirements are met. The role contributes to ERA’s business development efforts by producing timely, clear, accurate, and compelling proposal materials that reflect ERA’s work, expertise, and values.

As part of a small, collaborative Proposal Support team, the successful candidate will work closely with colleagues across the firm in a supportive, team-oriented environment. This role offers the opportunity to contribute to the pursuit of meaningful work across a wide range of project types, from heritage conservation and cultural landscapes to social housing, planning, and community building initiatives. The Proposal Coordinator plays an important role in helping secure projects that positively shape communities across Canada.

ERA values collaboration, knowledge sharing, and community within the workplace. Employees have opportunities to connect through team outings, office socials, lunch-and-learn sessions, and discussions on industry initiatives and emerging ideas. Regular staff gatherings bring colleagues together to share project updates, research, travel experiences, and lessons learned from across the firm's diverse practice areas.

ESSENTIAL DUTIES AND RESPONSIBILITIES

RFP Reponses Production & Coordination

• Coordinate and support the preparation, production, and submission of responses to Requests for Proposals (RFPs), ensuring compliance with client requirements and deadlines.
• Collaborate with project teams, principals, and subconsultants to gather information, manage inputs, and keep pursuits on schedule.
• Format and produce high-quality proposal submissions using InDesign and other tools, ensuring consistency, accuracy, and adherence to brand standards.
• Coordinate post-submission activities, including client communications, debrief sessions, and project setup processes.
• Develop proposal materials by drafting and editing content, customizing templates, assembling project information, and preparing submission documents.
• Perform quality assurance reviews, including proofreading, formatting, compliance, and document checks prior to submission.
• Maintain proposal resources and content libraries, including staff resumes, project profiles, photography, and pursuit collateral.

Lead identification and evaluation support

• Monitor procurement and bidding platforms to identify opportunities and support go/no-go decision-making by preparing pursuit summaries.

Data management and pipeline reporting

• Track proposal activity and maintain accurate records, reporting, and opportunity data within internal systems.

Proposal Support

• Support the preparation and coordination of fee proposals, service agreements, and Extra Services Work Orders (ESWOs), including document production, client submissions, and contract administration.
• Provide administrative and production support to the Proposal Support team and contribute to continuous improvement of proposal processes and tools.

QUALIFICATIONS

• An Undergraduate degree in Marketing or equivalent, but experience will be taken into consideration.
• Professional designations, accreditations, certifications, memberships and/or licenses with regulated bodies in the field are considered an asset.
• This role requires a minimum of 2-5 years of proposal experience in the AEC industry, including independently developing proposals in response to formal Request for Proposals (RFPs) for public sector clients, with experience in Provincial and Federal-level proposals considered an asset.
• French language skills (in addition to English) considered an asset.

SKILLS REQUIRED FOR ROL

• Knowledge or interest in architecture, city building, cultural sector or heritage conservation work
• Demonstrated professionalism and ability to work with confidential information.
• Deals well under pressure in a deadline driven environment.
• Strong interpersonal skills
• Ability to work independently as well as collaboratively
• Ability to coordinate numerous proposal requests
• Strong ability to work under multiple deadlines and compressed schedules
• Solid understanding of different types of procurement processes (government, education, private etc.), AEC terminology and project delivery methods
• Advanced organizational, analytical, communication and project management skills.
• Strong proficiency in Adobe InDesign Skills, Adobe Photoshop and copy editing.

WORKING CONDITIONS

This role is primarily office‑based, with work centered on computer tasks, coordination, and communication in a deadline‑driven environment. While collaboration occurs with ERA teams across multiple offices, off‑site work or in‑person external meetings are minimal, and the role does not normally involve site visits or fieldwork. Occasional extended hours may be required during peak proposal periods to meet fixed submission deadlines.

ERA does not discriminate against applicants or employees because of their race, creed, colour, age, religion, gender, disability, sexual orientation, marital status, military status, national origin or ancestry. ERA is committed to fostering an inclusive and equitable workplace where all employees and partners feel valued, respected and supported. ERA is committed to working with and providing reasonable accommodation to applicants with disabilities.