Job Description

Matteo Gilfillan and Associates Inc. (MGA) is a Canadian Building and Fire Code consulting firm providing services in the fields of fire protection and life safety. MGA provides Code consulting services and solutions on building designs and concepts, prepares alternative solution proposals, and conducts building inspections / audits for a variety of project types, building sizes and occupancies. MGA is looking to expand their team by adding a skilled, self-motivated Proposal Coordinator.

The Proposal Coordinator is responsible for providing clerical and administrative support to administrative and technical staff during all stages of a project; however, he/she will focus and specialize in the estimating and bidding process and performing roles of an Executive Assistant.

A qualified candidate will have strong written and oral communication skills. A high attention to detail, accuracy, and scheduling, with the ability to multitask and handle a variety of situations that may arise. Proven ability to work effectively both independently and in a team-based environment.

Duties/Responsibilities:

• Receive and distribute plans and pertinent information for bids in a timely manner.
• Develop detailed proposals and present a final draft to management for review and approval
• Contact vendors/sub-contractors for quotes, qualifications, and other information as required.
• Maintain and update Company list of qualified vendors/subcontractors.
• Compile bid list of qualified sub-contractors.
• Schedule and take minutes of scope review meetings.
• Assist with review of construction documents for bid scope.
• Prepare all bid documents necessary to obtain vendor pricing for various scopes of work included in our bid packages.
• Assist with material lists for both pricing and procurement as required.
• Prepare and maintain historical data for evaluation of company labor production and recommend necessary adjustments for profitability and competitive advantages.
• Responsible for the acknowledgement, gathering, logging, and tracking of incoming bids and project opportunities from clients.
• Review invitations to bid for applicable scopes of work.
• Maintenance, updates, and distribution of the bid list, bid packages, addendums, and documentation to ensure complete, accurate and timely bid processing and information flow.
• Assist or prepare the necessary bid or proposal documents for timely distribution and submission.
• Actively seek and pursue new bid opportunities
• May perform routine quantity take-offs and calculations
• Assist other administrative staff in secretarial responsibilities and provide support to technical staff as required

Qualifications

• Experience in related field is considered an asset
• 2-3 years' experience in a related role
• University degree or accredited college certificate/diploma in marketing, communications or another related field, or equivalent industry experience
• Proven analytical, communication, organizational, and project management skills
• Strong technical writing skills and a proven ability to write proposals is required
• Exceptional communication and interpersonal skills, both formally and informal
• Solid proficiency with MS Office Suite (Word, Excel, PowerPoint, etc.) is necessary; experience with PDF and Outlook would be an asset.
• Ability to work efficiently with deadlines and short time-frames, effectively manage time and priorities, and multitask effectively
• Ability to collaborate well with team members and possess a willingness to learn
• Well organized, able to effectively multi-task and have good attention to detail