Proposals Supervisor, Shared Services

Aecon Group Inc.; Toronto; On-site; CAD 85,000 - 105,000; Full time

Benefits offered by this job

Aecon University

Tuition reimbursement

Leadership programs

Diversity initiatives

Job summary

Aecon Group Inc. is seeking a Supervisor, Shared Services – Proposals to lead the day-to-day operations of our centralized proposal support. You will coordinate bid sourcing, proposal administration, content management, and co-op coordination to ensure consistent and high-quality submissions.

The role emphasizes data integrity, process discipline, and collaboration with Proposal Managers, Estimating, Business Development, and Operations. 4–6+ years in a structured RFx environment are expected.

Qualifications

• 4–6+ years of experience in proposal operations, bid sourcing, or content coordination.
• Proven ability to lead teams and drive accountability and performance.
• Strong understanding of proposal lifecycle processes and governance.
• Excellent communication and interpersonal skills with cross-functional collaboration.

Responsibilities

• Lead day-to-day operations of the shared services team across bid sourcing and proposal administration.
• Provide onboarding, coaching, and development planning for team members.
• Prioritize workload to ensure consistent, reliable support for proposal leadership.
• Oversee data integrity, pipeline tracking, and content governance across systems.

Skills

Leadership

Team mentoring

Communication

Process discipline

Tools

Microsoft Word

Excel

SharePoint

Bid portals

Job description

Come Build Your Career at Aecon!

Aecon delivers some of the most complex and impactful infrastructure projects — from transformative transportation networks to critical energy, industrial and nuclear programs. The projects we build connect communities and power future generations. With deep roots in North America and a strong footprint internationally, Aecon brings global expertise and proudly serves public and private sector clients through its Construction and Concessions segment.

Safety Always is not only our #1 core value – it is the standard that anchors our culture. We believe the most ambitious projects deserve the most committed people. At Aecon, you won’t just build your career — you’ll help build what matters to enable future generations to thrive.

At Aecon, You Can Count On

• Safety Always. Our number one core value. The safety of our people, projects, partners, and stakeholders is our priority focus – today and always.
• Integrity. We lead by example, with humility and courage.
• Accountability. We’re passionate about delivering on our commitments.
• Inclusion. We provide opportunities where people feel valued, supported, and empowered to contribute fully.

We deliver infrastructure with purpose, and our people are at the heart of everything we do. Aecon employees are incredibly proud to build some of the most impactful infrastructure of this generation – we call it Aecon Proud.

At Aecon We

• Ensure you and your family receive the services and benefits needed to support your mental, emotional, and physical well‑being.
• Are intentional when it comes to investing in your development. We help you build your career and advance your skills through our Aecon University, tuition reimbursement, and Leadership Programs.
• Are committed to creating work environments focused on mutual respect, teamwork, collaboration, and new ideas, through meaningful initiatives, training, partnerships with Veteran groups, our Aecon Women in Trades and diversity programs, as well as our Employee Resource Groups (ERGs), to ensure we are building with top talent and harnessing our collective strengths within every aspect of our culture.
• Operate responsibly by managing risk, safety, and environmental considerations across all our projects and surrounding communities.

Our success is built on the passion, expertise, and dedication of our people. Together, we embrace strong execution, innovation, and continuous improvement — values that come to life through the unique talents and collaborative spirit of every team member. If you’re inspired to make a difference through future‑building projects, join our best‑in‑class team.

What is the Opportunity?

Safer. Faster. Smarter.

This is how Aecon Utilities is committed to delivering projects. Aecon Utilities is a leading North American utility infrastructure provider with a strong track record delivering safe, reliable and innovative solutions across electrical, telecommunications, pipeline distribution and renewable energy markets. With operations across North America, Aecon Utilities supports critical utility infrastructure that powers and keeps communities connected. Guided by our core value of Safety Always, we partner with clients to build the infrastructure that powers the future.

Under the direction of the Senior Proposal Manager, the Supervisor, Shared Services – Proposals leads the day-to-day execution of centralized proposal support functions, including bid sourcing and intake, pipeline tracking and reporting, proposal administration, content management, and co‑op coordination.

This role is responsible for ensuring the proposal organization operates with strong process discipline, accurate and reliable data, and high‑quality, ready‑to‑use content, enabling proposal teams to execute efficiently and consistently.

The Supervisor provides direct leadership to shared services team members and ensures alignment across systems, workflows, tools, and reporting. While this role does not lead proposal delivery, it plays a critical role in enabling effective bid/no‑bid decision‑making, supporting operational consistency, and driving continuous improvement across the proposal lifecycle.

What You’ll Do Here

• Lead day-to-day operations of the shared services team across bid sourcing, proposal administration, content, and co‑op roles.
• Provide direct leadership through onboarding, coaching, performance management, and development planning.
• Prioritize and allocate team workload in alignment with direction set by proposal leadership to ensure consistent, reliable support.
• Oversee bid sourcing and intake, ensuring accurate identification, tracking, and routing of RFx opportunities.
• Ensure opportunity data is complete, structured, and decision‑ready to support bid / no‑bid processes.
• Maintain disciplined tracking of pipeline, decisions, and outcomes with strong data integrity.
• Drive improvements in intake quality, aligned with established capture strategy and priorities.
• Own proposal tracking tools and reporting, ensuring real‑time pipeline visibility and data accuracy.
• Oversee bid logs, submission records, and reporting outputs to support leadership insights and decision‑making.
• Enforce consistent administrative standards across file structures, document control, and submissions.
• Enable accurate reporting on pipeline volume, status, and performance metrics.
• Oversee proposal content libraries, ensuring materials are accurate, current, and accessible.
• Enforce content governance standards, including naming, version control, tagging, and archiving.
• Prioritize and coordinate content updates based on business priorities and direction from proposal leadership.
• Identify gaps and drive improvements in content structure, usability, and consistency.
• Lead onboarding and development of co‑op students, ensuring effective integration into team workflows.
• Establish structured training, onboarding, and progression paths for early‑career roles.
• Maintain and improve tools, trackers, and workflows to enhance efficiency and consistency.
• Identify recurring issues and drive continuous improvement across intake, admin, and content functions.
• Support adoption of automation, AI, and process enhancements within shared services.
• Collaborate with Proposal Managers, Estimating, Business Development, and Operations to support intake, reporting, and content enablement.
• Act as a central coordination point to ensure consistent processes and clear information flow across the proposal lifecycle.
• Escalate priority conflicts, risks, or strategic alignment gaps to proposal leadership for direction and resolution.

What You Bring To The Team

• 4–6+ years of experience in proposal operations, bid sourcing, proposal administration, content coordination, or a related function within a structured RFx environment.
• Demonstrated experience leading or mentoring teams, with the ability to drive accountability, consistency, and performance across multiple support functions.
• Strong understanding of proposal lifecycle processes, including bid sourcing, intake, tracking, content management, and administrative governance.
• Proven ability to manage high-volume workflows, prioritize effectively, and maintain accuracy across multiple concurrent activities and deadlines.
• Strong systems and data orientation, with experience managing trackers, reporting tools, and structured workflows to support operational decision-making.
• Ability to execute within established processes and frameworks while identifying gaps and driving continuous improvement.
• Strong communication and interpersonal skills, with confidence coordinating across proposal teams, business development, estimating, and operations.
• High attention to detail and process discipline, particularly in document control, data accuracy, and governance standards.
• Proficiency in Microsoft Word, Excel, SharePoint, and proposal tools or bid portals; experience with tracking systems or reporting platforms is an asset.
• Demonstrated ability to elevate risks, conflicts, or gaps appropriately and seek direction when alignment is required.
• APMP Foundation or Practitioner certification preferred; experience supporting or enabling proposal teams at scale is considered an asset.

The expected pay range for this role is $85,000 - $105,000 per year. Individual pay is determined based on several factors, including work location, education, experience, unique skills and job conditions. Other considerations may include certifications, specialized training, and the complexity or scope of the role.

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner. Through the implementation of the requirements of the ACA and its applicable regulations, appropriate accommodations will be provided upon request throughout the interview and hiring process.

As part of our commitment to fair and transparent hiring practices, Aecon may use artificial intelligence (AI) tools to assist in screening and reviewing candidates. These tools are applied responsibly and in accordance with applicable privacy laws and Aecon’s AI Usage Policy. All final decisions are made by qualified Aecon team members.