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Proposal Coordinator

3 weeks ago

Concord, Canada Buttcon Full time

We are currently looking for highly skilled client-focused individuals to join the Buttcon team in Concord, ON, that will help us continue to grow even further. We embody our values in everything that we do. Safety. Accountability. Integrity. Quality. Entrepreneurial Spirit. People-Focused. These values create a workplace where all people feel heard, empowered, and accepted. If you share the same values, and this opportunity sounds like a fit for you, we’d like to hear from you today.

**Position summary**:
Reporting to the Technical Proposal Specialist and Creative & Communications Specialist, our Concord office is seeking a Proposal Coordinator to perform a variety of administrative and coordination duties for the Business Development/Marketing department. As a Proposal Coordinator you will assist in coordinating proposal submissions according to required specifications and using corporate branding standards, maintain and file all data and marketing materials to ensure proper storage and easy retrieval and perform other administrative and coordination duties to produce proposal materials according to prospective client RFQ/RFP requests and to assist with day-to-day administrative tasks as required and requested.

**Responsibility**:
**The job responsibilities below are not limited to having other tasks and duties assigned as required**:

- Conduct thorough analysis of proposal and prequalification documents and requirements;
- Prepare and implement proposal/submission timelines and communication plans to meet critical milestones (prepare/update responsibility matrices as required);
- Work with staff across the organization to produce proposals, presentations, and other marketing material as required in alignment with brand standards and deliverables of quality standards;
- Participate in coordination and meetings for team pursuits with external consultants and trade partners;
- Assist in monitoring opportunity websites for documentation and addendums (i.e. Biddingo, Merx, Bids & Tenders, etc.);
- Order all required documentation needing in preparing submission responses;
- Participate in preparation of drafts and assembly of prequalification and proposal documents;
- Create and maintain database of staff resumes/CV’s and project profiles;
- Assist with updating internal and external websites;
- Assist in the planning and coordination of all Buttcon annual events that include internal staff events and events that include external clients and partners;
- Input and provide updates to opportunity and marketing content on CRM database (Cosential/Unanet software);
- Regular follow-ups with owners/consultants about the status of prequalifications and proposals for database tracking;
- Maintain and update tracking tools and spreadsheets (i.e. budgets, reference tracking, etc.);
- Assist in preparation of marketing tools (i.e. brochures, etc.), social media and internal communications;
- Assist as required during tender closings;
- Ensure that Buttcon’s proposals and marketing materials are consistent and professional;
- Perform additional administrative duties such as filing; order and tracking of office/marketing supply levels, arranging couriers, preparing documents, coordinating meetings and be part of coverage of phones for lunches and holidays; and
- Tasks assigned by the Technical Proposal Specialist and Creative and Communications Specialist as required.

**Skills And Attributes**:

- Strong written and oral communications skills.
- Strong proofreading, editing and business software skills (style, format, grammar, etc.)
- Excellent interpersonal skills, Team player.
- Must be able to work in a fast-paced environment with strict deadlines.
- Has organization and time management skills, including and ability to manage and prioritize competing assignments
- Attention to detail and accuracy.

**Qualification Requirements**:

- Minimum 1 year experience in an administrative role
- Knowledge and prior experience in a general contracting firm and/or proposal development process would be an asset
- Working knowledge of CRM software is an asset
- Experience working with Adobe Creative Cloud Suite preferred
- Experience working with Microsoft Office Suite is required
- Possess excellent written and verbal communication skills
- While we thank all applicants, only those under consideration for the position will be contacted. Buttcon Limited is an equal opportunity employer that proudly recognizes the value of a diverse workforce. Accommodations are available on request for applicants with disabilities taking part in the recruitment and selection process. Any information obtained during the course of recruitment will be used for employment purposes only and not for any other purpose._