Proposal Coordinator developing competitive RFP and client qualification documents for GFL Environmental’s sustainable waste management services. Supporting Sales and Operations with deadline - sensitive submissions and contractual reviews.
About the role
- Proposal Coordinator supporting bids, prequalifications, and governance for Spark Power’s electrical services across North America. Coordinating submissions, portals, stakeholders, and deadlines.
Responsibilities
- Complete prequalification submissions for new and existing customers, coordinating information from Finance, Legal, Safety, Operations, and other internal stakeholders
- Monitor and triage the general opportunity inbox, public tender portal notifications, addenda, clarifications, amendments, and communications related to active pursuits
- Distribute information to appropriate internal stakeholders and ensure time-sensitive requirements are actioned
- Manage company profiles and accounts within public tendering, customer prequalification, and compliance portals
- Track requirements, outstanding information, renewals, and submission deadlines
- Administer Opportunity Governance processes in accordance with established procedures and Delegation of Authority requirements
- Coordinate Go/No-Go and Proposal/Quote Review meetings, including participants, approval levels, scheduling, and documentation
- Track governance decisions, approvals, action items, and outstanding requirements through completion
- Maintain governance records and supporting documentation within CRM and company systems
- Follow up with stakeholders and escalate outstanding requirements when necessary
- Support Proposal Specialists, Pursuit Teams, and Subject Matter Experts with proposals, RFQs, RFPs, and customer submissions
- Gather and organize proposal information, supporting documentation, and contributor inputs
- Draft and update non-technical content such as project experience, team resumes, and corporate qualifications
- Format proposal and prequalification documents for professional presentation and company standards
- Review documents for completeness, accuracy, consistency, responsiveness, and compliance
- Support final document production and electronic submissions through bidding portals
- Maintain approved proposal content, project experience, resumes, templates, and frequently requested information in SharePoint and Microsoft Teams
- Maintain document integrity and version control
- Support standardization and improvement of proposal templates, tools, trackers, and processes
- Maintain organized proposal and prequalification documentation for retrieval and reuse
- Maintain proposal, prequalification, governance, and opportunity information in trackers, CRM, and internal systems
- Support reporting and administrative activities for the Commercial Development and Proposals team
- Manage concurrent assignments and deadlines, communicating priorities, risks, or required support
- Perform other administrative and coordination duties as required
Requirements
- 2–4 years of experience in proposal coordination, project coordination, marketing, business administration, or a similar support role, preferably within construction, engineering, utilities, or professional services
- Strong organizational and time-management skills with the ability to manage multiple assignments and competing deadlines
- High attention to detail and a demonstrated commitment to accuracy and quality
- Strong follow-through and accountability for assigned tasks and deadlines
- Sound problem-solving skills, including the ability to identify issues, determine appropriate next steps, and escalate when required
- Strong written and verbal communication skills and the ability to work effectively with stakeholders across different functions and levels of the organization
- Strong proficiency in Microsoft Office Suite, Microsoft Teams, SharePoint, and Adobe Acrobat
- Intermediate or better Microsoft Word formatting skills
- Experience with public tendering and/or customer compliance portals such as Merx, Bids and Tenders, Ariba, ISNetworld, Avetta, or similar systems is an asset
- Experience supporting proposals, RFQs, RFPs, prequalification's, or other deadline-driven customer submissions is an asset
- Ability to appropriately leverage AI and digital tools to support productivity while applying independent judgement, critical thinking, and quality control
Benefits
- Competitive wages
- Excellent benefits package with flexible options and wellness spending accounts
- RRSP
- Hands-on and supportive leadership team
- Continuous training and skills improvement including Spark U and external training
- Employee referral bonus program
- Corporate discounts (hotels, travel, insurance, retail..)
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Tech skills
Location requirements
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