Proposal Coordinator

AECON; Vancouver; On-site; CAD 65,000 - 80,000; Full time

Job summary

A major infrastructure firm in Vancouver is seeking a Proposal Coordinator to support the preparation and writing of proposals for major projects. The ideal candidate will possess strong technical writing skills and excel in a fast-paced environment. Responsibilities include coordinating proposal submissions and ensuring compliance with requirements. This position is in-office Monday to Thursday with remote work on Fridays, offering a salary range of $65,000-$80,000 per annum.

Qualifications

• Ability to work in a fast-paced, deadline-driven environment.
• Excellent time management skills with the ability to plan, manage and prioritize multiple assignments.
• Technical construction background with a focus in civil, structural, or related discipline considered an asset.

Responsibilities

• Coordinate and write Request for Qualifications (RFQs) and Request for Proposals (RFPs).
• Ensure content supplied is compliant with proposal requirements.
• Manage SharePoint or other document management systems.

Skills

Strong communication and writing skills

Organization skills

Attention to detail

Ability to work collaboratively

Time management skills

Proficiency in Microsoft Word

Proficiency in Microsoft Excel

Proficiency in Microsoft PowerPoint

Proficiency in SharePoint

Education

University-level degree in English, journalism, communications, marketing, business or related field

Tools

Adobe InDesign

Photoshop

Illustrator

SharePoint administration experience

Job description

What is the Opportunity?

Reporting to the Senior Proposal Manager, the Proposal Coordinator is responsible for assisting with coordinating, supporting and writing Request for Qualifications (RFQs), Request for Proposals (RFPs), Expression of Interests (EOIs) and Market Sounding submissions for major infrastructure projects in Western Canada and the Western United States. The Proposal Coordinator will have strong technical writing skills and the ability to work in a deadline-driven environment. As part of the pre-construction team, the Proposal Coordinator will work closely with internal stakeholders to develop high-quality submissions to secure new work. Time allocation for this position is approximately 70% reading / writing / editing / formatting and 30% organizational related activities. This is an in-office position Monday to Thursday located in downtown Vancouver. There is the option to work from home on Fridays.

What You'll Do Here :

• Review and develop a detailed understanding of client proposal / bid requirements
• Develop proposal calendars, responsibility matrices, and project and key individual selection matrices
• Create templates for proposals, resumes and project sheets
• Prepare, edit and format proposal / bid sections, resumes and project sheets
• Track and ensure timely proposal / bid deliverables required from internal partners, including health and safety forms, proposal / bid forms, finance support letters and write-ups from various authors
• Assist with the writing, formatting and proofing / editing of proposals based on input from multiple authors
• Research relevant statistics (e.g. tracking previous project experience and work history), project work plans and other sources of information to extract relevant content
• Gather and coordinate flow of information from subject matter experts
• Ensure that all content supplied by the team is compliant with the proposal requirements
• Prepare proposal narratives for various construction-related topics (methodologies, risk management, staff management, work plans, cover letters and summaries)
• Organize and schedule team meetings, prepare meeting agendas and take meeting minutes
• Print, package and deliver final proposal / bid submissions or submit electronically as required
• Manage SharePoint or other document management systems (e.g., OneDrive)
• Data entry to maintain accuracy of pursuit reports and scheduling
• Work with graphic designers and proposal managers to develop JV logos, team branding, binder and tab designs, proposal graphics
• Ensure binders, USBs, tabs, covers and other materials are ordered and available for final assembly of proposals
• Attend pre-bid meetings and post-bid debrief meetings and summarize results and lessons learned to report back to the pre-construction team
• Drive an inclusive culture to promote equity, welcome different perspectives and foster a sense of belonging
• Some travel may be required

What You Bring to the Team :

• Strong communication and writing skillsin English language
• A University-level degree in English, journalism, communications, marketing, business or related field
• Proficiency in Microsoft Word, Excel, PowerPoint and SharePoint
• Ability to work in a fast-paced, deadline-driven environment
• High degree of organization skills and attention to detail
• Ability to work collaboratively and effectively in teams
• Excellent time management skills with the ability to plan, manage and prioritize multiple assignments and tasks
• Ability to gather, synthesize and effectively present technical information for a range of audiences
• A champion of diversity and inclusion
• Proficiency in Adobe InDesign, Photoshop and Illustrator considered an asset
• SharePoint administration experience considered an asset
• Marketing and graphic design experience considered an asset
• Knowledge of Canadian Press style guide considered an asset
• Technical construction background with a focus in civil, structural, or related discipline considered an asset

Please note that a minimum of three writing samples from your past work will be required during the initial interview stages.

The expected salary range for this position is $65,000-$80,000 per annum.