As a Proposal Submission Coordinator, you will play a vital administrative role in helping our proposal team deliver compelling, client-focused submissions. You'll oversee the coordination and logistical aspects of proposal preparation-ranging from maintaining proposal documentation systems and designing submission templates, to facilitating team contributions, managing timelines, and ensuring smooth production of final deliverables. Your strong organizational abilities, positive mindset, and meticulous attention to detail will be key in supporting successful pursuits.

Key Responsibilities

• Review RFPs to identify client expectations and interpret content and strategic requirements.
• Develop and manage proposal timelines, task ownership matrices, and internal communication plans; facilitate kick-off and progress meetings.
• Customize templates and layout frameworks to align with client specifications and project needs.
• Serve as the central point of control for all master documents throughout the proposal lifecycle.
• Conduct internal consultations with technical experts and stakeholders to gather relevant content.
• Research and draft supplemental material as needed to support proposal narratives.
• Edit submissions to ensure consistent tone and unified voice.
• Recommend and integrate visuals or infographics that enhance the proposal messaging, when applicable.
• Prepare final versions of proposals, ensuring they are professionally formatted and compliant with submission standards.
• Curate and manage proposal content for ongoing use in internal libraries and Loopio.
• Assist in the development and refinement of proposal tools and workflows, including templates and process improvements.
• Work closely with the marketing team to ensure brand alignment in all proposal documents.
• Leverage internal systems to track submission metrics and support reporting functions.
• Organize and update support materials, such as resumes, case studies, visuals, and references.

Knowledge, Skills, and Competencies

• Diploma or Degree in Business Administration, Communications, Marketing, or an equivalent field.
• Minimum of 3 years of experience supporting proposal development, including time spent specifically in a coordinator role.
• Proficient with Microsoft Office tools-particularly Word, SharePoint, and CRM platforms.
• Proficient with Loopio RFP software
• Familiarity with procurement processes and the construction or consulting industry is highly desirable.
• Excellent writing and editorial skills, with an eye for clarity and grammar.
• Strong analytical thinking and attention to detail when managing content.
• Effective collaborator with the ability to manage multiple priorities and delegate responsibilities.
• Capable of organizing workflow to meet tight deadlines while balancing input from various contributors.

We are an equal opportunity employer committed to fostering a diverse, inclusive, and respectful workplace. We welcome and encourage applications from individuals of all backgrounds, experiences, and perspectives. Accommodations are available upon request for candidates taking part in all aspects of the selection process.