Proposal Coordinator

4 weeks ago


Toronto, Canada Diamond Schmitt Architects Full time

We are looking for an engaged and organized Proposal Coordinator who is a self-starter with strong writing abilities to join our fast-paced Business Development team in Toronto.

This role will have a hybrid work schedule of 3 days in-office and 2 days remote work.

We offer a comprehensive compensation package including competitive salary, employee health benefits, reduced summer hours, end of year holiday closure, RRSP matching, 3 weeks annual vacation, and more.


**Key Responsibilities**
- Review and analyze RFPs to ensure compliance with proposal submission requirements;
- Work with the Business Development team and Principals to develop proposal content and graphic layout;
- Plan and coordinate proposal responses e.g., initial strategy and outline, meetings, submission and debriefs;
- Write, edit and proofread proposals, ensuring Diamond Schmitt’s brand and messaging is consistent;
- Connect with engineering and consultant team members to create collaborative team documents;
- Adapt existing company information, resumes, project descriptions etc. to suit each RFP’s requirements;
- Tackle all administrative tasks, including proposal production: printing, binding, and delivery of documents;
- Responsibly source and circulate bids and related addenda;
- Effectively communicate with proposal teams and colleagues, as well as other stakeholders;
- Assist Principals and design teams in the creation of powerpoints for interviews and presentations;
- Contribute to database maintenance e.g. Filemaker, Open Asset, and the generation, collection, and sharing of related information.

**Qualifications**
- 2 - 5 years’ experience in a proposal coordination role
- Bachelor’s degree or equivalent in English, marketing, or communications;
- Advanced proficiency in Adobe Creative Suite InDesign;
- Strong proficiency in Microsoft Office (Word, Excel, Power Point)
- Are highly organized, self-motivated and resourceful;
- Demonstrate excellent communication, writing, grammar, and spelling abilities;
- Excellent proofreading skills and high attention to detail;
- Demonstrate strong graphic design skills;
- Possess strong organizational and time management skills to ensure proposal schedules are maintained and deadlines are met;
- Able to manage multiple assignments concurrently and be accountable for work performed;
- Able to identify and prioritize problems, develop solutions and deliver results;
- Have the ability to work independently and as part of a team, under pressure and within strict timelines;
- Thrive in a fast-paced, deadline-driven environment.


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