Proposal Specialist

BPA; Halifax; On-site; CAD 55,000 - 75,000; Full time

Job summary

Colonial Group is seeking an OSP Proposal Coordinator to support the BPA proposal development process end-to-end, coordinating tracking, partner outreach, and documentation closely with Technical Leads, Discipline Leads, and Proposal Writers.

Key responsibilities include maintaining the proposal tracker, coordinating client/architect requirements, supporting draft fee letters, CV updates, and project descriptions throughout the lifecycle of proposals.

Qualifications

• 2-4 years experience in proposal coordination, administration or a related role.
• Experience Supporting RFP, RFQ or proposal submissions
• Advanced knowledge of MS Office, SharePoint and related tools

Responsibilities

• Support end-to-end proposal development including tracking and governance.
• Coordinate with partners, architects and internal stakeholders to identify best-fit collaborators.
• Assist in preparing draft fee letters and CV/project description updates.
• Provide general administrative and documentation support throughout the proposal lifecycle.

Skills

Attention to detail

Time management

Proofreading accuracy

Cross-functional communication

Independent work

Organization

Tools

Microsoft Office

SharePoint

AI usage

Adobe

Proposal/document automation software

Job description

Role Overview

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

Key Responsibilities

Opportunity Monitoring & Tracking

• Receive potential RFPs and follow up with decision stakeholders to secure timely Go/No-Go decisions
• Maintain and update the OSP proposal tracker, including addenda updates
• Maintain and update various OSP information systems

Partner & Architect Coordination

• 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 and follow up with Discipline
• Support CV maintenance and updates
• Support project description 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
• 2-4 years experience in proposal coordination, administration or a related role
• Experience Supporting RFP, RFQ or proposal submissions

Soft Skills:

• Exceptional attention to detail
• Strong time management
• Proofreading accuracy
• Effective cross-functional communication
• Ability to work independently
• Strong organization skills