Proposal Coordinator

What is the Opportunity?

Safe. Trusted. Respected. Aecon Civil is a market leader with a self-perform competitive advantage and core local strength in key markets.

We’re proud of our work helping to expand and improve Canada’s infrastructure and transportation networks, and we’re ready to build the future of our country.

With over a century of experience, and the ability to offer diverse, comprehensive services, Aecon is a preferred contractor for our clients.

This includes numerous public entities and Public-Private Partnerships in Canada and abroad.

Reporting to the Business Development and Estimating Manager, the Proposal Coordinator is responsible for assisting with coordinating, supporting and writing Request for Qualifications (RFQs), Request for Proposals (RFPs), Expression of Interests (EOIs) and Market Sounding submissions.

The Proposal Coordinator will have strong technical writing skills and the ability to work in a deadline-driven environment.

As part of the proposals team, the Proposal Coordinator will work closely with internal and external stakeholders to develop high-quality submissions to secure new work.

Time allocation for this position is approximately 70% reading / writing / editing / formatting and 30% organizational related activities.

What You’ll Do Here :

• Review and develop a detailed understanding of client proposal / bid requirements;
• Develop proposal calendars and responsibility, project and key individual selection matrices;
• Create templates for proposals, resumes and project sheets;
• Prepare, edit and format proposal / bid sections, resumes and project sheets in preparation for proposal / bid close-out;
• Track and ensure timely proposal / bid deliverables required from internal and external partners, including health and safety forms, proposal / bid forms, finance support letters and write-ups from various authors;
• Assist with the writing, formatting and proofing / editing of proposals based on input from multiple authors;
• Research relevant statistics (e.g. tracking previous project experience and work history), project work plans and other sources of information to extract relevant content;
• Ensure that all content is supplied by the team to be compliant with the proposal requirements;
• Prepare proposal / bid write-ups for various construction related topics (methodologies, risk management issues, staff management, work plans, cover letters and summaries);
• Organize and schedule team meetings, prepare meeting agendas and take meeting minutes;
• Print, package and deliver final proposal / bid submissions or submit electronically as required;
• Manage SharePoint or other document management systems (e.g. OneDrive, Dropbox, etc.);
• Data entry to maintain accuracy of pursuit reports and scheduling;
• Track and report on Key Performance Indicators (KPIs), and other team objectives;
• Attend pre-bid meetings and post-bid debrief meetings and summarize results and lessons learned to report back to the project team;
• Drive an inclusive culture to promote equity, welcome different perspectives and enable career progression by fostering a sense of belonging;
• May be required to provide general support for senior management; and
• Some travel may be required.

What You Bring to the Team :

• Strong communication and writing skills Required;
• University-level degree in English studies or background in journalism, communications, marketing or related field Advantage;
• Ability to work in deadline-driven environment Required;
• High degree of organizational skills Required;
• Advanced skills in Microsoft Word, Excel and PowerPoint Required;
• Advanced skills in Adobe InDesign, Photoshop and Illustrator Advantage;
• SharePoint administration experience Advantage;
• Marketing and design experience Advantage;
• Technical background with a discipline focus in civil, structural, related technical discipline or construction experience Advantage;
• HardDollar experience Advantage;
• Knowledge of Canadian Press style guide Advantage; and
• A champion of inclusion and diversity.

Please note that a minimum of three writing samples from your past work will be required during the initial interview stages.