Bids and Proposal Specialist

Bids And Proposal Specialist

Location: Ottawa, On

Job Type: Full-time

Industry: Aerospace

Languages Required: English

Want to know the secret behind our company's success?

At Sonovision, we are always exploring new ways to reach our goals. We explore areas outside of our comfort zone and push the boundaries to achieve our goals beyond what we think is possible. We believe it is essential to create an environment where everyone feels listened to, respected and supported. We encourage collaboration and empathy so that we can work together harmoniously and constructively. We hold ourselves to the highest standards and continuously exceed customers' expectations.

Sonovision is a division of the Ortec Group. The Ortec Group is present in 25 countries, the Ortec Group deploys engineering and works solutions in many sectors: energy, mining, chemicals, defence, transport, agri-food, aeronautics, space, environment, local authorities, etc. Its 14,500 employees ensure the design, construction and maintenance of industrial projects and facilities. This strategy is based on a foundation of "Made in Ortec" values, where safety, innovation and training are made a priority.

The Bid & Proposal Specialist supports the preparation and submission of proposals and bids in response to client Requests for Proposals (RFPs) and other opportunities.

This role is primarily focused on content development, coordination, and document production, working closely with internal teams to ensure proposals are complete, accurate, and submitted on time

Responsibilities:

Proposal Coordination

• Support the coordination of proposal activities and timelines
• Track inputs, action items, and deadlines across contributors
• Assist in organizing kick-off and review meetings
• Ensure documentation is complete and properly formatted for submission

Proposal Development

• Draft, edit, and format proposal content using existing templates and inputs
• Consolidate technical inputs into clear, structured responses
• Ensure consistency in formatting, style, and messaging
• Customize standard content for specific opportunities

Content Management

• Maintain and update proposal materials, including:
  • CVs and staff profiles
  • Past performance references
  • Standard company descriptions and boilerplate content
• Organize and improve content libraries for reuse

Quality Control

• Perform formatting, proofreading, and compliance checks
• Ensure submissions meet client instructions and requirements
• Support final document assembly and submission

Education

• Diploma or Bachelor's degree in:
  • Communications, Business, or Technical Writing
  • Engineering (considered an asset but not required)

Experience

• 3–5 years of relevant experience in:
• Proposal writing, document coordination, or technical writing
• Experience supporting RFP responses or structured documentation processes
• Experience in engineering, aerospace, or defence is an asset (not mandatory)

Key Skills & Competencies

Core Skills

• Strong writing and editing ability
• Excellent attention to detail and document formatting
• Strong organizational and time management skills
• Ability to follow structured processes and templates

Working Style

• Comfortable working with multiple contributors
• Able to manage competing deadlines with guidance
• Proactive but not expected to independently define strategy

Nice-to-Have (not required)

• Exposure to:
  • S1000D / technical publications
  • ILS / IPS concepts
  • Government or defence contracting

Success Measures / Expectations

• Delivery of complete and well-formatted proposals on time
• Accuracy and consistency of proposal content
• Effective support to internal teams during bid activities
• Continuous improvement of templates and reusable content

What we can offer you:

• Hybrid remote work opportunities. (3 days in the office, 2 days remote)
• Flexible schedule, based around a core set of hours.
• Training and Development Programs.
• Casual and collaborative work environment.
• 3 Weeks paid vacation.
• Health, dental, and life insurance benefits.

The successful candidate will be required to undergo a comprehensive background check, which may include verification of previous employment and education, reference checks, and a criminal record check.

Candidates must be legally entitled to work in Canada. Additionally, due to the nature of the role, the candidate must successfully complete screening under the Controlled Goods Program before the agreed upon start date and the ability to obtain a secrete level 2 security clearance.

Sonovision is committed to fostering an inclusive, accessible workplace where all employees are valued, respected, and supported. We are dedicated to providing accommodations throughout the recruitment, selection, and employment process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage of the hiring process or during employment, please contact Human Resources so that appropriate arrangements can be made.

The successful candidate must complete a background check, which will include previous employment reference checks, education verification, and a criminal history review.

For this position, the successful candidate must also be able to meet all Controlled Goods Program requirements and Secret Clearance.