Proposal Specialist

EBC Inc.; Ottawa; On-site; CAD 70,000 - 90,000; Full time

Job summary

EBC Inc. is seeking a Proposal Specialist to join their proposal team in Ottawa. The role involves coordinating and developing winning proposals, collaborating with various teams, and ensuring compliance with client requirements. The ideal candidate will have strong communication and management skills, along with proficiency in Microsoft Office and Adobe Creative Cloud. This position offers a competitive salary and a supportive work environment.

Benefits

Competitive salary

Good work-life balance

Four weeks vacation per year

Comprehensive health and dental insurance paid by employer

RRSP group plan with employer contribution

Employee assistance program

Continuing education opportunities

Active social club

Friendly, stimulating work environment

Recognition as one of Canada's Best Managed Companies

Qualifications

• Strong management, communication, negotiation, and problem-solving skills.
• Advanced proficiency in Microsoft Office Suite and Adobe Creative Cloud.

Responsibilities

• Lead development and delivery of RFP, RFQ, and RFI submissions.
• Collaborate with teams to develop win strategies.
• Oversee production aspects such as layout and final document readiness.

Skills

Management

Communication

Negotiation

Problem Solving

Research

Organization

Creativity

Emotional Intelligence

Tools

Microsoft Office Suite

Adobe Creative Cloud

Job description

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Job Description

The Proposal Specialist position within EBC’s pursuits and proposal team is responsible for the coordination, development, organization, review, and finalization of compelling winning proposal submissions.

As a Proposal Specialist, you are responsible for developing and submitting prequalification and proposal responses, along with related documents and presentations. This includes:

• Development of compliant, accurate, and compelling response narratives and graphics;
• Coordination and administration of proposal documents, schedules, kick-offs, reviews, document control, electronic and print submissions, and response data;
• Leading and supporting continuous improvement initiatives such as boilerplates, resume, and project profile development.

You will be the lead and local Ontario-based Proposal Support specialist, working with senior members of both the EBC national and local teams to ensure consistency in our brand, image, approach, and submission documents.

Responsibilities:

1. Lead the end-to-end development and delivery of RFP, RFQ, and RFI submissions, ensuring compliance and alignment with client evaluation criteria.
2. Review requests (RFP, RFQ, RFI) and determine document requirements.
3. Collaborate with management, business development, operations, and the executive team to develop win strategies and incorporate them throughout proposal deliverables.
4. Conduct research to produce accurate and comprehensive proposal responses and messaging, including risk identification and mitigation.
5. Provide initial drafts and guidance, and identify potential issues with responses.
6. Create and manage pursuit responsibility matrices, defining roles, deadlines, and assignments.
7. Initiate and lead proposal meetings, including kickoffs, status updates, and reviews.
8. Follow up on submissions and ensure debriefings are scheduled and attended.
9. Oversee production aspects such as layout, graphics, and final document readiness.
10. Finalize and submit proposal documents.
11. Create compelling post-bid presentation materials.
12. Develop and maintain best practices and templates.
13. Manage information across platforms like SharePoint and CRM.

Requirements:

• Strong management, communication, negotiation, and problem-solving skills;
• Advanced proficiency in Microsoft Office Suite and Adobe Creative Cloud, including Acrobat and InDesign;
• Ability to collaborate with executives, engineers, construction managers, legal, designers, and others to gather information;
• Ability to work under tight deadlines in a dynamic environment;
• Solid research skills and attention to detail;
• Exceptional organizational and active listening skills;
• Ability to manage multiple submissions with high quality standards and deadlines.

Skills and Attitudes Needed:

• Clear, adaptable communication across teams and audiences;
• Trust-building and collaboration in high-pressure settings;
• Creativity and solution-focus in ambiguous situations;
• High-quality work delivery in complex environments;
• Balancing detail orientation with big-picture thinking;
• Managing shifting deadlines while prioritizing team and client needs;
• Strong emotional intelligence;
• Self-motivation and professionalism;
• Effective communication skills;
• Drive to win and meet deadlines.

Benefits:

• Competitive salary;
• Good work-life balance;
• Four weeks vacation per year;
• Comprehensive health and dental insurance paid by employer;
• RRSP group plan with employer contribution;
• Employee assistance program;
• Continuing education opportunities;
• Active social club;
• Friendly, stimulating work environment;
• Recognition as one of Canada's Best Managed Companies.

Additional Details:

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Other
• Industry: Construction

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Location: Ottawa, Ontario, Canada | Salary: $70,000.00-$90,000.00 | Posted: 2 weeks ago