Proposal Coordinator

7 months ago

Calgary, Canada Graham Full time

Graham is an employee-owned construction solutions partner that services the buildings, industrial, infrastructure, water and project finance sectors. We deliver lasting value for our clients through meticulous planning and scheduling, while upholding rigorous safety and quality standards. With offices throughout North America, our passionate and knowledgeable teams deliver projects that enable communities to thrive and people to live, work, move and grow in a rapidly changing world. With over nine decades of experience, Graham has the resources, capacity and expertise to undertake projects of every scope, scale and complexity. Join our team to deliver a better tomorrow.

We are seeking top-tier talent to join our Buildings division and deliver innovative projects in the healthcare, education, hospitality, recreational, entertainment, retail, commercial office, mixed-use, multi-family residential and light industrial sectors. As a member of this collaborative team, you can expect a safe, diverse and inclusive environment, and on-going learning and career development opportunities.

**About the role**:
Reporting to the Senior Proposal Specialist, the Proposal Coordinator provides proposal coordination to the business and ensures that Graham responds to solicitations (Requests for Proposals, Requests for Information, etc.) with high quality, customer-focused content. The incumbent has an understanding of Graham's business and proposal processes and objectives, and plans, conducts, and coordinates a range of proposal support activities, interacting with and supporting multiple team members within the organization to assist in the preparation of proposal response materials. The incumbent manages internal proposal deliverables, creates cohesive and coherent content through the integration of information in several formats (pre-written, verbal, graphic), and completes the final production for delivery. The incumbent contributes to the development of team plans and discussions.

**As a Proposal Coordinator at Graham, you will**:

- Implement the proposal process as defined in the Graham system and ensure all prepared proposal and qualification submissions are high quality, compliant with solicitation requirements, and communicate Graham's capabilities and value of service.
- Offer possible solutions to a variety of problems of moderate scope and complexity.
- Ensure client documents are downloaded (and updated regularly), and a copy is sent to all proposal response team members.
- Demonstrate understanding of the solicitation document(s), identify response deliverables, establish submission schedules, and communicate responsibilities and accountabilities to the response team.
- Establish a responsibility / compliance matrix and update as required.
- Follow the proposal schedule ensuring all tasks are completed by the established due date.
- Develop and manage an internal proposal kick-off meeting (with the Pre-Construction Manager and associated Pre-Construction team members), during which the responsibilities (including own deliverables) will be assigned, and win strategies and themes, key messages, differentiators, and storyboarding will be discussed and agreed upon.
- Facilitate review meetings as necessary.
- Assist in the creation of written, graphic, and video content.
- Check and edit narratives for understanding, grammar, and readability as one voice, gathering content into a cohesive submission and ensuring consistency on use of format and terms.
- Support development of presentations, e-bulletins, and other internal and external communications and documentation.
- Help maintain the document library for proposal content, resumes, project fact sheets, etc.
- Ensure focus on the proposal process, milestones, and deadlines.
- Plan for weekly deliverables with the end-goal in mind.
- Adhere to Graham’s Management System and the work-winning / proposal management process.
- Collaborate with business unit leaders, keeping them accountable to the compliance and helping them to understand the compliance requirements of the proposal.
- Support proposal activities across multiple branch locations as needed.
- Demonstrate a willingness to participate in a team environment and help others on the team.
- Know the needs of the business unit and help others to understand.
- Manage the experience of customers to ensure positive relationships are established and maintained.
- Establish honest, open, trusting relationships, and give recognition to those doing the same.
- Learn from mistakes and failures and use the experience to improve future performance.

**Education/ Qualifications**:

- Completion of a diploma training program at a college or technical school, or a university bachelor program is preferred
- Construction company experience is preferred but not essential.
- Ability to lead a process with support and guidance.
- Ability to work under demanding deadlines and work schedules.
- Proficiency with Adobe Suite

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