Proposal Coordinator

Role

Reporting to the Estimating Manager, the Proposal Coordinator supports the successful development and submission of engineering, procurement, and construction (EPC) proposals for utility-scale and industrial electrical projects, including distribution, substation, and renewable energy scopes. This role is responsible for organizing proposal documentation, tracking deliverables, ensuring compliance with RFP requirements, and facilitating communication across preconstruction, engineering, and procurement teams. The Proposal Coordinator plays a key part in ensuring proposals are delivered accurately, on time, and to a professional standard.

Responsibilities

Proposal Coordination & Compliance

- Review RFP documents to identify submission requirements, deadlines, and client expectations.
- Develop and maintain proposal schedules, checklists, and compliance matrices.
- Track and collect required inputs from various stakeholders (estimators, engineering, procurement, HSE, quality, legal, etc.).
- Ensure consistency and accuracy across all proposal documents.
- Assemble and format technical and commercial proposal submissions in alignment with client and brand standards.
- Coordinate with estimators to include accurate pricing, assumptions, and risk items in proposals.
- Facilitate internal review cycles and ensure all required approvals are obtained before submission.

Document Control & Administrative Support

- Support the use of CRM systems to track proposal status, client interactions, and business development metrics, ensuring accurate and timely data entry.
- Maintain a library of standard proposal content, project descriptions, and corporate capabilities.
- Support the development of non-technical proposal content (e.g., corporate experience, org charts, resumes, and execution approaches).
- Create, organize, and maintain project-specific SharePoint folders from RFP release through to estimate handover or archival, ensuring version control and accessibility for all stakeholders.
- Manage document versioning, formatting, and submission packaging (PDF, SharePoint, client portals, etc.).
- Record proposal outcomes and support post-submission tracking (client feedback, win/loss analysis).

Communication & Collaboration

- Act as the central point of contact for all proposal-related coordination during the proposal lifecycle.
- Coordinate closely with preconstruction, engineering, procurement, and other relevant stakeholder groups to align deliverables and timelines.
- Participate in proposal kickoff and close-out meetings to gather requirements and share lessons learned.
- Actively participate in continuous improvement initiatives related to proposal development workflows, templates, and knowledge management systems.

Qualifications

- Post-secondary education in Business Administration, Communications, Construction Management, English, Journalism, or a related field.
- 2+ years of experience in proposal coordination or project administration, preferably in the construction, EPC, or energy sector.
- Strong organizational and time management skills with the ability to manage competing deadlines.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Familiarity with document control tools (e.g., SharePoint, Procore) and desktop publishing software (e.g., Adobe Acrobat, InDesign) is an asset.
- Detail-oriented, proactive, and able to work both independently and collaboratively.

Benefits

- Competitive compensation
- Overtime opportunities - Project dependent
- Comprehensive benefits package (Medical, Disability, Dental & Vision)
- Paid Time Off Benefits
- Weekly Pay Periods
- Employee Assistance Program – Counseling
- DPSP matching program that offers increased matching contributions based on your years of service with the company.

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