Proposal Assistant

Job Description

CIMA+ is currently seeking a Proposals Assistant to join the Ontario Proposals team, supporting 8 offices and all business lines across Ontario. This role focuses on efficiently obtaining and distributing bid and opportunity documentation, maintaining bid tracking, and the project experience sheet and resume libraries. The successful candidate will be customer service oriented and will provide high-caliber communications to senior staff Ontario-wide.

The Proposals Assistant role is an opportunity to work in a hybrid environment splitting your week working from home and out of either our Mississauga, Bowmanville or Burlington offices.

Responsibilities

• Opportunity searching and management:
  • Search the procurement sites using predetermined keywords and manage the daily list of new bid opportunities
  • Ensure that RFP packages and addenda are obtained and shared in an efficient manner
  • Troubleshoot and handle urgent inquiries as needed
  • Monitor the shared proposal inbox for download requests, project award and addenda and share as appropriate
  • Open new opportunities in Dynamics 365 CRM
  • Assist with e-submission process
  • Assist with the completion of non-disclosure agreements and other documentation needed to obtain bid documents
• Bid/pursuit status tracking:
  • Assist Proposal team to keep data in Dynamics 365 CRM up to date and accurate
  • Follow up with clients to confirm submission results
• Maintain Project Sheets and Resumes
  • Assist proposal team in creating and updating project experience sheets and project team resumes
  • Update formatting in Word when required
• Other duties as required

Qualifications

• Previous administrative experience, ideally in a professional services consulting environment, or document management for A/E/C industry
• Self-motivated with strong verbal, written communication, and interpersonal skills
• Proven ability to:
  • Prioritize and understand business needs and priorities;
  • Effectively meet tight deadlines;
  • Consistently deliver high-caliber, accurate work with a high degree of attention to detail;
  • Take direction and guidance;
  • Work efficiently and effectively when managing multiple tasks;
  • Work independently and in a multi-disciplinary team environment.
• Comfortable working on tasks that can become repetitive, and findings ways to improve the process
• Good working knowledge of MS Office (focus on MS Word, Excel, PowerPoint, Outlook, Teams, SharePoint)
• Ability to learn new software with ease, especially Dynamics 365
• Previous experience working in an engineering consulting company; and particularly, familiar with a multi-disciplinary organization would be considered an asset
• Experience with bidding and proposal preparation an asset

At CIMA+, we value diversity of talent and perspective. You think you can add value, but don't meet all the job requirements? We invite you to apply, because everyone has something unique to offer. The outstanding talents that choose to join us at CIMA+ soon realize that we go all out to encourage them to grow. We look forward to hearing how you can contribute to our success.

Why choose CIMA+? Because we offer you:

• Comprehensive Group Benefits available from day one for all permanent employees working at least 20 hours per week
• Employee and Family Assistance Program
• Retirement Savings Plan (RRSP) with 4% employer contribution
• As an employee-owned company, an annual opportunity to purchase shares for all eligible employees
• Flexible work schedule in a hybrid work mode
• Work/Life balance policy across Canada
• 3-5 weeks of vacation, based on years of relevant experience
• Tailored training to improve your existing skills

Additional Information

At CIMA+, we recognize the richness and diversity of each individual’s experience. Compensation for this role is therefore based on the candidate’s experience, skills, and qualifications, while maintaining internal equity. The level and associated salary may vary depending on the candidate’s profile.

CIMA+ uses an applicant tracking system that includes an automated match score feature. However, this score is not used to screen, assess, or select applicants. All hiring decisions are made through human review.

Ethics and integrity are fundamental values at CIMA+. That is why we are committed to ensuring equal access to resources and opportunities for candidates, regardless of their identity (race, ethnicity, colour, religion, gender, age, disability, sexual orientation, gender identity or expression, socio-economic status or background, etc.).

In keeping with the principles of employment equity, we encourage all applications, including, but not limited to, those from women, Indigenous people, people with disabilities and visible minorities. We also encourage candidates to complete the self-identification form when applying for employment.

Accommodations are available on request. Your Business Partner will process your request.

Find out about The CIMA+ advantage - CIMA+.