Reporting to the Director of Project Services, the proposal coordinator is primarily accountable for coordinating and supporting the development of proposals, tenders and qualifications for construction services in the Power Transmission & Distribution sector. This individual will coordinate with clients and internal departments to understand client requests and to develop proposal content, edit and assemble winning proposal responses.

Key Relationships

· Director of Project Services

· Estimators

· Director, HSE

· Operations Leads

· Safety Advisors

· Clients

· Subcontractors

Key Responsibilities

• Responsible for all administrative aspects of proposal development.
• Maintain a schedule of deliverable tasks throughout the bid process to ensure completeness and compliance of each submission.
• Coordinate proposal inputs and collect all necessary documentation for the proposal including references, resumes, project experience.
• Prepare and assemble proposals and ensure bid compliance.
• Prepare and assemble pre-qualifications.

Ensure security and integrity of proposal and bid-cycle documentation:

o Retrieve and review client bid-cycle information and upload internal SharePoint site.

o Circulate bid-cycle information to internal and external members of the bid team.

o Coordinate and maintain bid-cycle files, ensure updates and revision control.

• Adhere to strict bid submission and contract deadlines.
• Maintain reusable knowledge database: project information, experience, resumes and other content.
• Coordinate, maintain and submit key contractual documentation such as - certificates of insurance, bonding, and Health and Safety related statistics and certificates.
• Maintain the various client driven Prequalification portals – such as ISNetworld, Avetta, ComplyWorks
• Maintain corporate profiles and access rights on client tender portals.
• Monitor main Contracts Inbox and Website enquiries.

Skill Set

• Demonstrate excellent organizational and administrative skills.
• Demonstrate excellent verbal/written communication, time management, interpersonal skills.
• Achieve results through problem solving and a clear understanding of priorities.
• Work collaboratively and constructively with others.
• Ability to take direction and support multiple departments.
• Flexible – with the ability to work on a variety of complex projects/issues at the same time.
• Ability to work in a high pressure and sometimes stressful environment caused by multiple deadlines.

Education and Experience

• High School Diploma
• Post-Secondary Education preferred
• 5 years of experience in similar role
• 5 years of experience in similar industry (utility, contractor, construction, etc.)
• Proficient in Microsoft Office Applications (Word, Excel, SharePoint, Project, Visio, Adobe Pro etc.)