Proposal coordinator Jobs in Vaughan, ON

Proposal Specialist

Writing and coordinating the proposals and RFP responses that win PRI's work

Location: North York or Mississauga, Ontario (in office)

Full-time, permanent

About the opportunity

PRI is a multidisciplinary engineering and environmental consulting firm with offices across British Columbia, Alberta, and Ontario. We are seeking a Proposal Specialist to write and coordinate the proposals and RFP responses that win our work across five sectors: transportation and infrastructure, earth and environment, property and buildings, energy and resources, and renewable energy. This is a hands-on role for a strong writer and organized coordinator who can take a pursuit from RFP release to a polished, compliant, on-time submission.

You will write and shape the content, both the non-technical sections and the technical narrative, working with our engineers and scientists to turn their input, interviews, and rough drafts into clear, persuasive prose. You are not expected to originate the engineering, but you are expected to write about it well. You will also run the coordination behind every submission: interpreting requirements, managing the schedule, gathering contributions from busy senior people, and owning compliance and final production. Much of our work is won through public-sector procurement, where a single missed requirement can disqualify a strong bid, so precision matters.

What you'll do

• Coordinate proposals and RFP, RFQ, and RFEI responses end to end, from release through submission.

• Read solicitations closely, build compliance matrices, and translate requirements into a clear outline and plan.

• Set and manage the proposal schedule, and follow up with technical and commercial contributors to keep every pursuit on time.

• Draft executive summaries, cover letters, firm and team narratives, and project understanding in PRI's voice.

• Shape technical content from engineers and scientists into clear, persuasive narratives, and edit all contributions to a single consistent voice.

• Own formatting, assembly, quality checks, and final production, and ensure every submission is complete, compliant, and delivered on or before deadline through the required channel.

• Maintain the proposal content library: boilerplate, project sheets, staff resumes, and standard qualifications.

• Log pursuits and outcomes in HubSpot, apply PRI's brand standards with the Marketing Manager, and improve templates and checklists over time.

What you bring

Required

• Bachelor's degree in English, Communications, Journalism, Marketing, a technical or science field, or a related discipline, or equivalent experience.

• Approximately 3 to 7 years of proposal writing, technical writing, or proposal coordination experience.

• Excellent writing and editing skills, including a demonstrated ability to write clearly about technical subject matter from expert input.

• Strong coordination and organizational skills, with the ability to manage a schedule and many contributors under firm deadlines.

• Meticulous attention to compliance detail, and composure under deadline pressure.

• Advanced Microsoft Word skills and comfort with Adobe Acrobat for production.

• The diplomacy and persistence to gather input from busy senior professionals.

Preferred

• Proposal experience in the architecture, engineering, or construction sector, and familiarity with public-sector procurement in Ontario, BC, or Alberta.

• Adobe InDesign skills, and familiarity with HubSpot or similar CRM and content tools.

• Comfort using AI tools to accelerate drafting, editing, and research.

• APMP certification or SMPS membership.

Why PRI

• Ownership of a function that directly drives the firm's growth, working with senior leaders across five sectors.

• Varied, interesting pursuits across engineering and environmental work, never the same proposal twice.

• A collaborative, multidisciplinary team and the chance to shape how the firm pursues work as it grows.

• A firm actively investing in modern tools, including AI-enabled approaches to proposal work.

• Competitive compensation, comprehensive benefits, and genuine support for professional development.

PRI is an equal-opportunity employer committed to building a diverse and inclusive team. We welcome applications from all qualified candidates, and we particularly encourage applications from Indigenous professionals.