Proposal Coordinator

2 weeks ago

Toronto ON, Canada Quasar Consulting Group Full time

Proposal Coordinator

Toronto, ON CAN

Quasar Consulting Group is an employee-owned Mechanical, Electrical, and Information Communication and Automation Technology (ICAT) consulting engineering firm with a vision for delivering technical excellence and attracting, retaining, and motivating top talent. Quasar is a collection of experienced, recognized industry professionals who share one common vision, which is reflected in the firm’s name – an acronym comprised of our core values: to provide uncompromising Quality, unmatched Service to our employees, clients, and industry partners, Accountability to both staff and clients, all built on a foundation of strong external and internal Relationships. We think of ourselves as being very different from what is considered a “standard fare” offering in the Mechanical, Electrical, and ICAT consulting engineering industry.

We are a full-service Mechanical, Electrical, and ICAT engineering firm, offering professional engineering services through all phases of a project: from early master planning to detailed design and bid document preparation, right through to construction and contract administration; in both the traditional and alternative finance and procurement (AFP) project delivery models.

JOB SUMMARY:

As a result of our continued growth and full slate of projects, we are currently looking for a PROPOSAL COORDINATOR at our Toronto, ON office. The incumbent is responsible for managing the identification, preparation, and delivery of responses to requests for Expressions of Interest (EOIs), Requests for Qualifications (RFQs), Requests for Proposals (RFPs), and other related marketing materials.

As a member of the Proposal Team, the successful candidate will collaborate closely with senior managers to identify potential projects, ensuring that all proposals meet high-quality standards and align with Quasar’s brand guidelines. Additionally, the candidate will coordinate directly with, and manage relationships among, proposal coordinators/marketing team members of Quasar, clients, and prospective clients.

RESPONSIBILITIES AND DUTIES:

  • Review requests for EOIs, RFQs, and RFPs to clearly understand client needs and determine the required deliverables.
  • Coordinate the proposal response from initial inquiry to final submission, including conducting kick-off meetings, setting internal timelines and deliverables, and ensuring milestones are met.
  • Gather and compile information from multiple sources to generate proposal documents as needed.
  • Lead weekly pursuit calls with senior management to ensure proposals are on track for timely client delivery.
  • Update and maintain data in the CRM program.
  • Manage marketing materials within assigned business sectors, including resumes, project profiles, and custom content.
  • Coordinate multi-discipline service proposals to ensure a uniform and coherent submission.
  • Write various proposal sections, such as executive summaries, project descriptions/qualification summaries, matrices, and CVs.
  • Participate in proposal and winning strategy review meetings.
  • Assist the proposal team in developing, incorporating, and integrating win themes and differentiators.
  • Collaborate with senior management to prepare presentation materials.
  • Establish and strengthen communication lines between the proposal/marketing team and senior leadership.

SKILLS & QUALIFICATIONS:

  • College certificate/diploma or university degree in English, Marketing, Communications, or Public Relations.
  • Minimum of 2 years' experience in a similar role within a related business environment.
  • Proven excellence in proposal writing and preparation, with a solid understanding of best practices.
  • Exceptional attention to detail, including strong proofreading and editing skills.
  • Superior written and verbal communication abilities.
  • Strong organizational and time-management skills, with the capacity to multitask and take initiative.
  • Ability to prioritize tasks and manage multiple deadlines while adapting to changing priorities in a dynamic work environment.
  • Advanced proficiency in MS Office and Adobe Creative Suite.
  • Team-oriented with a flexible attitude, capable of handling multiple demanding tasks and deadlines.
  • Competence in gathering information from various sources and compiling it into a professional document. To learn more about our firm and the projects we have been involved in, please visit our website: quarsarcg.com. 

To learn more about our firm and the projects we have been involved in, please visit our website: quarsarcg.com.

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