Proposal Specialist: Content-Driven Bid Coordination

Vialto; Toronto; On-site; CAD 60,000 - 90,000; Full time

Job summary

Vialto is seeking a Proposal Specialist to support Pursuit Strategists and Proposal Managers, coordinating and delivering high-quality client proposals across strategic and competitive pursuits. You will serve as a key contributor across coordination and content development; ensuring every submission is client-focused and aligned with our firm’s services and value proposition.

This role requires strong writing and editing capability, disciplined follow-through, and effective collaboration with

Qualifications

• 2+ years of experience in proposal writing, editing and bid support in a professional services, consulting, or B2B environment.
• Excellent written English, with the ability to edit, simplify, and tailor content to different client audiences.
• High attention to detail and strong document management skills.
• Familiarity with proposal structures, formal RFP responses, and portals like Ariba, Jaggaer, or SAP.
• Proficient using MS Word, PowerPoint, Adobe, and document formatting best practices.
• Experience using tools like Loopio, Responsive, and SharePoint.
• Proficient using AI in day-to-day work, especially Copilot and Claude.

Responsibilities

• Support Proposal Managers by reviewing new RFPs and breaking down requirements, deadlines and deliverables.
• Draft and tailor proposal content, including executive summaries, service overviews, methodologies, bios, and case studies.
• Edit and refine inputs from SMEs to ensure clarity, consistency, and client-ready language.
• Apply proposal writing best practices to improve structure, readability, and responsiveness to client requirements.
• Load RFPs and proposal materials into the proposal automation platform and ensure projects are set up correctly.
• Maintain proposal timelines, task assignments, and status updates within the proposal tool.
• Coordinate day-to-day proposal activity, tracking inputs, sending reminders, and managing follow-ups.
• Create and maintain shared working folders and ensure documents are accurately version controlled.
• Support collaboration across contributors by managing working drafts and consolidating inputs.

Skills

Proposal writing

Editing

English proficiency

Attention to detail

Time management

Tools

MS Word

PowerPoint

Adobe

SharePoint

Loopio

Responsive

Job description

Vialto is seeking a Proposal Specialist to support Pursuit Strategists and Proposal Managers, coordinating and delivering high-quality client proposals across strategic and competitive pursuits. You will serve as a key contributor across coordination and content development; ensuring every submission is client-focused and aligned with our firm’s services and value proposition.

This role requires strong writing and editing capability, disciplined follow-through, and effective collaboration with