Senior Proposal Specialist

EBC Inc.; Ottawa; On-site; CAD 75,000 - 115,000; Full time

Benefits offered by this job

4 weeks vacation

Group health and dental insurance

Group RRSP with DPSP

Telemedicine access

Training and development programs

Employee assistance program

Corporate clothing program

Job summary

EBC Inc. in Ottawa, Ontario is seeking a Proposal Specialist to coordinate, develop, organize, review, and finalize winning proposal submissions.

You will lead prequalification and proposal responses, ensuring accurate narratives, graphics, and compliance with client criteria. As the Ontario-based lead, you will collaborate with national and local teams to maintain brand consistency, templates, and efficient response processes under tight deadlines, while contributing to continuous improvement

Qualifications

• Minimum 5-7 years of relevant experience in proposals or bids.
• Experience leading end-to-end RFP/RFI/RFQ submissions.
• Ability to develop compliant, accurate, and compelling responses.

Responsibilities

• Leads end-to-end development and delivery of RFP/RFQ/RFI submissions.
• Reviews requests and defines document requirements.
• Drives proposal strategy with cross-functional teams.
• Creates and maintains pursuit responsibility matrices and schedules.
• Manages document control, submittals, and final document readiness.

Skills

Proposal development

RFP/RFQ/RFI response

Coordination

Communication

Project management

Research

Attention to detail

Tools

SharePoint

CRM

Adobe InDesign

Acrobat

MS Office

Job description

The Proposal Specialist position within EBC’s pursuits and proposal team is responsible for the coordination, development, organization, review, and finalization of compelling winning proposal submissions.

As a Proposal Specialist, you are responsible for the development and submission of prequalification and proposal responses and related documents and presentations. This includes 1) Development of compliant, accurate, and compelling response narratives and graphics; and 2) Coordination and administration of proposal documents, schedule, kick-offs, reviews, document control, electronic and print submittals, and response data. You are also responsible for leading and/or supporting continuous improvement initiatives such as boilerplates, resume and project profile development.

You will be the lead and local Ontario based Proposal Support specialist, that works and coordinates with senior members of both the EBC national and local teams to provide support and consistency to our brand, image, approach, and submission documents.

Requirements

Responsibilities

• Leads the end-to-end development and delivery of RFP, RFQ, and RFI submissions, ensuring compliance and alignment with client evaluation criteria.
  


• Review requests (RFP, RFQ, RFI) and play a key a role in determining document requirements.
  


• Collaborates with business line management, business development, operations, and executive team to develop golden threads and win strategies, incorporating throughout proposal deliverables.
  


• Conducts research to produce accurate and comprehensive proposal responses and messaging. Risk identification and mitigation in proposal strategy
  


• Provides initial go-by write-ups/materials, provides guidance and others as appropriate, identifying known and potential issues with section responses.
  


• Creates and manages pursuit responsibility matrices defining roles, deadlines, and assignments.
  


• Initiates and leads proposal meetings, including kickoffs, status updates and reviews.
  


• Follow-up/Check in on submissions and ensure debriefing is scheduled and attended.
  


• Production leadership (layout, graphics, and final document readiness oversight)
  


• Finalizes and submits proposal documents as appropriate.
  


• Develops and maintains best practices and templates.
  


• Information management across platforms (SharePoint, CRM)
  


• Requirements · Minimum 5-7 years of relevant experience
  


• Strong management, communication, negotiation and problem-solving skills
  


• Advanced proficiency in Microsoft Office Suite and Adobe Creative Cloud, including Acrobat, InDesign, and related design tools Skilled at collaborating with and interviewing executives, engineers, construction managers, legal, designers, and others to secure information for various writing assignments.
  


• Ability to work with tight deadlines in a constantly changing environment.
  


• Solid research skills and ability to dive into the details to extract key information.
  


• Exceptional attention to detail, organization and active listening skills.
  


• Ability to manage multiple submissions to consistently meet high standards and be attentive to quality and deadlines.
  

Skills and Attitudes Needed

• Clear, adaptable communicator across teams and audiences.
  


• Builds trust and fosters collaboration in high-pressure settings.
  


• Thrives in ambiguity with a creative, solution-focused approach.
  


• Delivers high-quality work in complex, fast-changing environments.
  


• Balances detail and big-picture priorities with strong execution.
  


• Manages shifting deadlines while keeping team and client needs in focus.
  


• Self-motivated with ability to work well with professionals from various backgrounds.
  


• Strong communications skills
  


• Driven for winning results and to meet deadlines
  


• 4 weeks of annual vacation;
  


• Complete group insurance program upon entry (health and dental components paid by the employer);
  


• Group RRSP with employer contribution to a Deferred Profit Sharing Plan (DPSP);
  


• 24-hour access to a virtual doctor (telemedicine);
  


• Training and development programs;
  


• Employee assistance program;
  


• Active social club and health and wellness committee;
  


• Diverse, innovative, and stimulating environment;
  


• A company built on values of respect; integrity, and a job well done;
  


• Firm recognized as one of Canada's Best Managed Companies
  


• Corporate clothing program
  

In accordance with applicable pay transparency legislation, EBC Inc. has included the expected salary range for this role, which is $75,000.00 -$115,000.00. Compensation within the range is determined based on relevant experience, qualifications, localization, and internal equity. Base salary is one component of EBC’s comprehensive total rewards offering, which may include performance-based incentives, extended health and wellness benefits, retirement savings programs, and career development opportunities.

As part of our commitment to fair and transparent hiring practices, EBC may use artificial intelligence (AI) tools to support the candidate pre-screening process. These tools are used responsibly and in accordance with applicable privacy laws as well as EBC’s policies. Final decisions always remain the responsibility of our qualified talent acquisition professionals.

EBC welcomes applications from First Nations, Inuit, and Métis candidates and is committed to fostering an inclusive, culturally safe workplace.