Proposal Coordinator

Position Overview

Giffen Consulting Ltd. (Giffen) is looking to hire a Proposal Coordinator to join our growing team. This is a full‑time role based in our Vancouver or Toronto office. The work arrangement is hybrid : a minimum of 3 days per week in the office and up to 2 days working remotely.

About Giffen

Giffen is a Canadian company with offices in Vancouver, BC, and Toronto, ON. We provide fit‑for‑purpose engineering and project delivery solutions, specializing in the mining, utility, and heavy industrial sectors. Our team values open communication, accountability, and tailored solutions for our clients.

Key Responsibilities

• Lead the proposal lifecycle from opportunity qualification to submission and follow‑up.
• Coordinate with internal stakeholders (engineering, project management, finance, business development, and marketing) to gather scope, deliverables, and cost estimates.
• Develop proposal content, including scope of work, schedules, pricing, and supporting materials, using standardized templates.
• Ensure proposals adhere to Giffen’s brand guidelines and quality standards.
• Maintain version control and document management in SharePoint and HubSpot.
• Schedule and facilitate proposal kick‑off meetings to align requirements and timelines.
• Manage internal review and approval processes, ensuring accuracy and competitiveness.
• Track proposal status and deadlines, escalating risks to leadership as needed.
• Submit proposals within client deadlines and confirm receipt.
• Support Business Development sales in follow‑up communications and negotiations.
• Maintain accurate records of client feedback and revisions in HubSpot.
• Analyze proposal success rates and identify areas for improvement.
• Update templates and SOPs to reflect best practices and lessons learned.
• Contribute to marketing collateral development (SOQs, brochures) as needed.

Qualifications & Experience

What We Offer

Why Join Our Team?

Giffen is an open, welcoming, accepting, and positive space for all our employees and contractors. Join us to work in a culture that values relationships, accountability, and continuous learning.

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