Proposals Lead

Promation; Oakville; On-site; CAD 70,000 - 95,000; Full time

Job summary

Promation, a leading automation integrator based in Oakville, Ontario, is seeking a Proposals Lead to manage and coordinate proposal responses for various opportunities. Therole focuses on ensuring compliance and quality in submissions while working closely with teams to gather insights and support strategic pursuits. This position calls for strong communication, interpersonal skills, and a comprehensive understanding of the proposal process. Ideal candidates will possess a Bachelor's degree with extensive experience in proposal management.

Benefits

Competitive salary and benefits package.

Participation in Retirement Saving Plan.

Ongoing opportunities for professional growth.

Flexible and supportive work environment.

Qualifications

• 5+ years of direct experience in proposal management.
• Familiarity with industry-specific codes and operational protocols is a valuable asset.
• Ability to manage multiple concurrent deadlines.

Responsibilities

• Lead the end-to-end preparation and coordination of proposals.
• Ensure proposals are compliant, competitive, and delivered on time.
• Collaborate with cross-functional teams to gather competitive intelligence.

Skills

Proposal Management

Communication Skills

Interpersonal Skills

Education

Bachelor's degree in Business Administration, Communications, English, or a related field

Job description

Direct message the job poster from Promation

HR at Promation | MIRHR Candidate @ UofT

Company Description

Founded in 1995, Promation is a leading integrator and manufacturer of high-quality tooling, automation, and robotic systems in Oakville, Ontario. We deliver custom equipment and turnkey systems globally, from assembly to vision inspection systems, to provide the best automation solutions. Our dedicated team of PLC designers and engineering professionals ensure top-notch products and services, supported by the Nuclear, Automation, and Industrial divisions.

Role Description

The Proposals Lead is responsible for leading the coordination and development of proposal responses for a wide range of opportunities, including RFIs, RFQs, RFPs, and budgetary estimates. This role includes responsibility for introducing and implementing effective proposal processes, tools, and governance to drive efficiency and consistency across all submissions; including bid/no-bid decisions, and ensure that all submissions are compliant, competitive, and delivered on time.

The Proposals Lead possesses a strong understanding of proposal best practices, contractual terms and conditions, and the unique requirements of operating within the nuclear industry. This is a highly networked role that demands strong interpersonal skills, the ability to manage multiple proposals in parallel, and the discipline to meet challenging deadlines under pressure. While technical expertise is not required, familiarity with industry-specific codes, standards, and operational protocols is a valuable asset.

Key Responsibilities

• Lead the end-to-end preparation and coordination of proposals, ensuring timely and compliant responses to RFIs, RFQs, RFPs, and budgetary estimate requests.
• Execute and oversee the proposal preparation and review process in accordance with Promation’s internal procedure NP-02-006.
• Ensure all submittals are complete, high-quality, and tailored to align with customer evaluation criteria (technical compliance, T&Cs, schedule, pricing).
• Facilitate routine proposal team meetings to align resources, maintain momentum, and manage multiple concurrent opportunities.
• Manage compliance with customer portal requirements (e.g. ARIBA, SLN’s GPS) while ensuring alignment with Promation’s internal quality procedures.
• Collaborate with Applications Engineers and Business Development to seek strategic intelligence that may influence the customer’s specifications in Promation’s favour.
• Collaborate with Business Development to follow up on submitted proposals, address customer concerns, and revise proposals as necessary.
• Support or lead commercial negotiations, including payment terms, delivery schedules, and other PO conditions.
• Manage the contract review and acceptance process (per NP-02-006) upon award.
• Conduct lessons learned or loss analysis for major opportunities to improve future proposal performance.
• Provide feedback and insights to management based on proposal outcomes and market trends.
• Support the identification and qualification of new business opportunities and contribute to capture planning for strategic pursuits.
• Attend and support business development activities at industry events, trade shows, and conferences as required.
• Collaborate with the Applications and Business Development teams to gather competitive intelligence and understand customer needs.
• Advise on win/loss outcomes and support strategy for future bids based on gathered intel.
• Maintain consistent branding and presentation of all proposal materials to reflect Promation’s identity and professionalism.
• Ensure seamless integration between sales, business development, and project management processes to support efficient project handover following contract award.
• Additional duties as required by Management.

Qualifications

• Bachelor’s degree in Business Administration, Communications, English, or a related field is preferred; however, relevant work experience may be considered in lieu of formal education
• 5+ years of direct experience in proposal management, bid coordination, or a similar role.
• 3+ years of commercial engagement
• Experience working with complex documents, sales teams, and formal RFP processes is essential.
• Ability to manage multiple concurrent deadlines and coordinate cross-functional teams.
• Clear written and verbal communication skills, with experience interfacing with customers and internal stakeholders.
• Familiar with best practices in proposal development and document governance.
• Able to understand and communicate high-level technical information (no engineering background required).

What We Offer:

• Competitive salary and benefits package.
• Participation in our Retirement Saving Plan & Deferred Profit-Sharing Plan.
• Ongoing opportunities for professional growth and development.
• Exciting and unique projects to grow and develop your career!
• A flexible and supportive work environment.

We are an Equal Opportunity Employer. We do not discriminate in hiring based on sex, gender identity, sexual orientation, race, colour, religious creed, ethnic origin, disability, or any other characteristic protected by federal, provincial, or local law.

If you require accommodation for any part of the recruitment process, please contact us and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Business Development

• Industries

  Industrial Machinery Manufacturing

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