Proposal Specialist: Lead RFPs, SOQs & Content

vertexca; Sherwood Park; On-site; CAD 52,000 - 76,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits package

Growth opportunities

Collaborative team environment

Exposure to diverse projects

Job summary

Vertex is seeking a full-time, permanent Proposal Coordinator to support our Business Development team in preparing, editing, and coordinating proposals, bids, and technical reports. The role welcomes candidates from recent graduates to seasoned proposal professionals, with responsibilities tailored to background.

This Sherwood Park, AB based position emphasizes collaboration, deadlines, and high attention to detail while leveraging AI tools and MS Office to deliver compelling submissions.

Qualifications

• Diploma or degree in Business, Marketing, Communications, English, Science, Office Administration, or related field.
• 0–5 years of experience in proposal coordination, technical writing, business development, marketing, or related role.
• Exceptional written and verbal communication skills, with strong editing and proofreading ability.
• Comfortable with, or eager to learn, AI tools and other technology platforms to support proposal work.
• Proficiency with Microsoft Office (Word, PowerPoint, Excel, Outlook).
• Strong attention to detail, time management, and the ability to manage multiple deadlines at once.
• Ability to work independently and collaboratively, and to gather information from busy subject matter experts.
• Environmental, engineering, oil & gas, or infrastructure experience in Western Canada is an asset.
• Experience with document management, CRM, or proposal management systems is an asset.

Responsibilities

• Coordinate the end-to-end proposal process for RFPs, RFQs, EOIs, and other solicitations.
• Review solicitation documents to identify requirements, deadlines, evaluation criteria, and submission procedures.
• Develop and maintain proposal schedules, compliance matrices, action-item trackers, and submission checklists.
• Lead or coordinate development of proposal components, including SOQs, technical resumes, case studies, biographies, budgets and templates.
• Draft, edit, format, and proofread proposal content with input from subject matter experts and project managers.
• Partner with marketing to incorporate messaging and materials, and develop tools by industry and service line.
• Coordinate auxiliary resources (diagrams, GIS graphics) with other specialists.
• Use AI tools and current technology to enhance proposal creation.
• Contribute to go/no-go evaluations to prioritize business development.
• Coordinate internal reviews, incorporate feedback, and maintain version control.
• Support upkeep of proposal content libraries, templates, resumes, and reusable materials.
• Assist with proposal presentations, interview prep, and related activities.
• Provide general administrative support to the Business Development team.
• Identify and recommend improvements to proposal processes, templates, and tools.
• Maintain confidentiality of sensitive company and client information.

Skills

Proposal coordination

Editing & proofreading

Written communication

AI tools

Time management

Team collaboration

Attention to detail

Independent work

Education

Business/Marketing/Communications degree

Tools

MS Office

CRM systems

Proposal management software

Job description

Vertex is seeking a full-time, permanent Proposal Coordinator to support our Business Development team in preparing, editing, and coordinating proposals, bids, and technical reports. The role welcomes candidates from recent graduates to seasoned proposal professionals, with responsibilities tailored to background.

This Sherwood Park, AB based position emphasizes collaboration, deadlines, and high attention to detail while leveraging AI tools and MS Office to deliver compelling submissions.