Quotes & Proposals Coordinator

TalentSphere Staffing Solutions; St. Catharines; On-site; CAD 65,000 - 75,000; Full time

Job summary

TalentSphere Staffing Solutions in St. Catharines, ON is seeking a Quotes & Proposals Coordinator to support its commercial and sales operations.

This onsite role focuses on managing quotations, reviewing RFQs and contracts, coordinating proposal responses, and ensuring compliance with technical and commercial requirements. The ideal candidate has 3–5 years in quotations or proposal coordination, with strong attention to detail, cross-functional collaboration, and excellent communication skills.

Qualifications

• 3–5 years in quotations, contracts administration, proposal coordination, sales support, or related function.
• Must interpret large, complex documents and specifications with accuracy.
• Detail‑driven, process‑oriented, with multiple deadlines and priorities.
• Organized and capable of coordinating projects across teams.
• Strong communication and customer-service mindset.

Responsibilities

• Review incoming RFQs, bid requests, and customer docs to support proposal development.
• Coordinate with sales and technical teams to gather pricing and specs.
• Prepare customer quotations and contract materials with high accuracy.
• Review contracts and specs to identify requirements, risks, and compliance.
• Track timelines, submissions, and follow-up to meet deadlines.
• Maintain records of quotes, proposals, contracts, and communications.
• Support pricing updates with existing customers and proposal progress.
• Assist process improvements for proposal tracking and reporting.

Skills

Attention to detail

Cross-functional collaboration

Customer service mindset

Project coordination

Communication

Tools

ERP systems

CRM systems

Microsoft Office

Job description

St. Catharines, ON - On site

Specialized Electronics Manufacturing

Competitive salary of $65,000–$75,000+ based on experience, plus bonus potential, benefits, and a collaborative team culture.

Our client, an established organization within the specialized electronics manufacturing sector, is seeking a highly detail-oriented Quotes & Proposals Coordinator to support their commercial and sales operations team. This role will focus on managing customer quotations, reviewing RFQs and contracts, coordinating proposal responses, and ensuring compliance with technical and commercial requirements. The successful candidate will play a key role in helping the organization deliver accurate, timely, and well-coordinated customer responses for highly customized products and projects.

The Role

• Review incoming RFQs, bid requests, and customer documentation to support proposal and quotation development
• Coordinate with internal sales and technical teams to gather pricing, specifications, and supporting documentation
• Prepare customer quotations, commercial documents, and contract-related materials with a high level of accuracy
• Review large, detailed contracts and technical specifications to identify requirements, risks, and compliance considerations
• Track proposal timelines, submission requirements, and follow-up activities to ensure deadlines are met
• Maintain organized records of quotes, proposals, contracts, and customer communications
• Support ongoing communication with existing customers regarding pricing, order details, and proposal updates
• Assist with process improvements related to proposal tracking, contract administration, and reporting
• Monitor customer bid portals and support the coordination of submission requirements and supporting documents

The Ideal Candidate

• 3–5 years of experience in quotations, contracts administration, proposal coordination, sales support, or a related function
• Strong attention to detail with the ability to review and interpret large, complex documents and specifications
• Comfortable working in a highly detailed, process-driven environment with multiple deadlines and priorities
• Strong organizational and project coordination skills
• Professional communication skills with a customer-service-oriented mindset
• Experience supporting RFQ, RFP, or government/tender-style submissions is considered an asset
• Ability to collaborate cross-functionally with sales, operations, and technical teams
• Proficiency with Microsoft Office and ERP or CRM systems
• Attitude demonstrating reliability, accountability, and long-term commitment