Proposal Coordinator

BPA; Toronto; On-site; CAD 65,000 - 85,000; Full time

Job summary

BPA in Toronto seeks an OSP Administrator to support the proposal development process end-to-end, from opportunity identification through tracking, partner coordination, and documentation support.

You will collaborate with Technical Leads, Discipline Leads, and the Proposal Writer/Coordinator to ensure timely responses and high-quality proposals.

Strong organizational skills, proficiency in Microsoft Office, SharePoint, AI tools, and document automation are essential for success in this role.

Responsibilities

• Monitor RFP websites and procurement portals daily to identify new opportunities
• Manage RFP subscriptions, notifications, and keyword alerts
• Identify and circulate relevant opportunities, including SEEV summaries and plan takers lists
• Follow up with decision stakeholders to secure timely Go/No-Go decisions
• Maintain and update the Toronto OSP proposal tracker, including addenda updates
• Maintain and update various OSP information systems
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Skills

Attention to detail

Time management

Independent work

Cross-functional communication

Organization

Proofreading

Tools

Microsoft Office

SharePoint

AI usage

Adobe

Proposal/document automation

Job description

Role Overview

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

Key Responsibilities

Opportunity Monitoring & Tracking

• Monitor RFP websites and procurement portals daily to identify new opportunities


• Manage RFP subscriptions, notifications, and keyword alerts


• Identify and circulate relevant opportunities, including SEEV summaries and plan takers lists


• Follow up with decision stakeholders to secure timely Go/No-Go decisions


• Maintain and update the Toronto OSP proposal tracker, including addenda updates


• Maintain and update various OSP information systems

Partner & Architect Coordination

• Maintain and amend the Architect contacts list


• 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


• Support CV maintenance and updates


• Support project sheet 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