Proposal Specialist

Versaterm; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A public safety solutions company in Ottawa seeks a Proposal Specialist to assist in ensuring effective proposal processes for the Sales team. The role involves reviewing bid opportunities, maintaining proposal documents, and collaborating with cross-functional teams to achieve high-quality proposals. Candidates should hold a Bachelor's degree and have 1-3 years of experience in RFP responses. Security clearances are required. This position offers a chance to contribute to community safety initiatives.

Benefits

Accommodations available upon request

Commitment to diversity and inclusion

Qualifications

• 1 to 3 years of relevant experience in responding to Requests for Proposals (RFPs).
• Experience in bid-related roles.
• Experience navigating RFP bid portal websites.

Responsibilities

• Review bid sites for opportunities related to all product sleeves.
• Maintain proposal documentation reflecting current status of bids.
• Assist in the maintenance of library content for proposal software.
• Collaborate with cross-functional teams for proposal quality.
• Ensure accurate review of proposal documents.

Skills

Excellent written and oral English language skills

Attention to detail

Collaborative team player

Strategic thinker

Experience with Microsoft Office Suite

Education

Bachelor's degree in Marketing, Communications, Criminal Justice, or a related field

Tools

Microsoft Office Suite

SharePoint

Adobe PDF

BidPrime

Responsive (formerly RFPIO)

Job description

Versaterm is a global public safety solutions company helping agencies transform how they serve their communities. Since 1977, we’ve been building an ecosystem of intuitive tools designed for public safety agencies, forensic labs, court systems, schools and other institutions. Through purposeful integrations and a selective growth strategy, we focus on improving workflows to help our customers achieve more efficient operations, better service and more just outcomes.

Our teams are driven by innovation, expertise and an unwavering commitment to customer success. As we continue to grow and expand our ecosystem, you’ll have the opportunity to contribute to solutions that enhance community safety and transform the future of public safety technology. If you’re passionate about making a meaningful difference, we’d love to hear from you.

The Role

The Proposal Specialist assists Versaterm's Proposal Manager in ensuring that the Sales teams are set up for success by following effective proposal processes and projects. This role supports Versaterm's Proposal Manager in establishing and maintaining the systems and procedures necessary for efficient proposal development and management used by all team members. The Proposal Specialist will also collaborate with cross-functional teams to ensure that proposals meet high-quality standards and meet deadlines as required.

What You’ll Do

• Review bid sites for opportunities related to all product sleeves. Maintain keywords and update as necessary.
• Keep proposal documentation updated to reflect the current status of bids: those that have been vetted, those that have not responded, and those that are responding.
• Assist in the maintenance of library content for Versaterm’s proposal software.
• Assist the Proposal Manager with one or multiple proposals simultaneously.
• Ensure accurate and detailed review of proposal documents, focusing on the specified requirements.
• Review submitted proposal responses and ensure response deadlines set by the proposal manager are met.
• Review the CRM leads and opportunities to ensure that all information related to proposal responses is documented.
• Assist cross-functional teams as needed in relation to proposals.

What You’ll Bring

• A Bachelor's degree in Marketing, Communications, Criminal Justice, or a related field.
• 1 to 3 years of relevant experience in responding to Requests for Proposals (RFPs) and in bid-related roles.
• Excellent written and oral English language skills.
• Attention to detail in document wording is essential, as is the ability to meet strict deadlines.
• Strategic thinker with a data‑driven mindset and a bias for action.
• Collaborative team player with experience influencing cross‑functional stakeholders.
• Deep understanding of Microsoft Office Suite, SharePoint documentation, and Adobe PDF.
• Experience with navigating RFP bid portal websites.
• Experience with BidPrime and Responsive (formerly known as RFPIO) would be considered an asset.

This position requires security clearances due to the nature of our work with public safety agencies. Candidates must be legally authorized to work in Canada and must successfully obtain and maintain a Reliability security clearance from the Government of Canada. Additionally, candidates must comply with the FBI's Criminal Justice Information Services (CJIS) Security Policy and pass a comprehensive, fingerprint‑based background check. Please note that specific customer contracts may impose additional security verification requirements. Obtaining and maintaining all required security clearances is a condition of employment. For more information, please visit Public Services and Procurement Canada for Reliability clearance details and the FBI's CJIS Security Policy Resource Center for CJIS requirements.

Versaterm is committed to building and supporting inclusion, diversity, and equity, and sustaining a barrier‑free environment. Accommodations areavailable, on request, throughout all aspects of the selection process. These principles apply to the terms and conditions of employment at Versaterm. For detailed information on our accessibility policies, please [e-mail].