Proposal Coordinator

Summary:

Reporting to the Engineering Manager, the Proposal Coordinator will be responsible for leading the development of proposals across a wide range of projects within the cooling tower industry. This role will ensure that all proposals are completed in alignment with the company’s established guidelines, vision, and financial objectives.

Responsibilities:

Job Scope

• Manage and coordinate all aspects of proposal development, from receipt of the RFP through submission and, if applicable, contract negotiation.
• Use strong technical writing ability to develop responses to RFPs and RFQs within required timeframes and in accordance with ICT standards.
• Analyze RFP requirements, customer needs, and project scope to develop proposal strategies and win themes.
• Collaborate with Sales, Engineering, Estimating, and Operations teams to develop compliant and competitive proposals.
• Conduct proposal kick-off meetings and facilitate reviews with stakeholders.
• Manage proposal schedules, deadlines, and progress reporting to the Management team.
• Perform document control activities including downloading files from bidding websites/portals, creating and maintaining quote folders, and ensuring all versions are tracked and distributed appropriately.
• Coordinate and support proposal pricing and costing activities with Sales and Estimating.
• Develop and maintain proposal templates, tools, and processes to ensure consistent and high-quality deliverables.
• Utilize and maintain CRM software to manage and track bid opportunities through to closeout.
• Propose recommendations for improvement in proposal processes or presentation standards.

Job Qualifications:

• Diploma or Degree in Business Administration, Engineering, Marketing, Communications, or a related field (or equivalent relevant experience).
• 2–5 years of direct experience in proposal coordination or management, preferably in construction, industrial equipment, or engineering services industries.
• Familiarity with construction, contract, engineering, and technical terminology
• Proficiency in Microsoft Office (Word, Excel) and Adobe.
• Experience with CRM systems (Microsoft Dynamics or similar) is an asset.
• Proficiency with Ariba, Power Advocate, Bidnet, and other customer bidding websites is an asset.
• Strong technical writing, communication, and presentation skills.
• Excellent interpersonal skills to build effective relationships with internal teams and external customers.
• Strong organizational and project management abilities with a proven capacity to meet deadlines and manage multiple priorities.
• Aptitude to succeed in a fast-paced, technical, and problem-solving-driven environment.
• High level of energy, flexibility, and focus, with the ability to adapt quickly to changing priorities.
• Ability to travel as required (5%)

Job Types: Full-time, Permanent

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• RRSP match
• Vision care

Experience:

• proposal management: 1 year (preferred)
• Industrial construction: 1 year (preferred)
• technical writing: 1 year (preferred)

Work Location: In person