Pursuits Assistant

Purpose of Job

Reporting directly to the Pursuits Team Lead, this role is responsible for opportunity monitoring and tracking from various sources. The role supports mailbox monitoring, portal monitoring, developing and managing opportunity documents, guidelines, and templates. You may also assist with developing and implementing opportunity response plans, including activities, deliverables, owners, and milestones, ensuring all outputs align with Stantec branding and meet high standards.

Essential Functions:

The core responsibilities include tender portal monitoring and management, material development, opportunity response coordination, and knowledge and process management.

Tender Portal Monitoring and Management

• Manage identification and classification of new business opportunities by monitoring shared tenders' mailbox and multiple tender portals.

• Distribute relevant opportunities and associated documents to the business in a timely manner.

• Ensure accurate tracking and communication of opportunities across regions, businesses and stakeholders.

Material Development:

• Coordinate the preparation of written and graphical elements of opportunity response documents such as proposals, qualifications, brochures, flat sheets and presentations.

• Interact with operations personnel to support the development of collateral.

• Proof and edit relevant documentation for consistency.

• Ensure adherence to standards and templates to present a consistent appearance/style in compliance with Stantec's branding guidelines.

• Coordinate with dedicated visual communication design personnel.

• May provide graphics and desktop publishing support.

Opportunity Response Coordination:

• Work with designated response team members to develop opportunity response plans in alignment with our marketing and business development process.

• Collect company data and/or conducts internal/external research appropriate for opportunity response documents and/or strategy development.

• Organize and participate in response-related meetings (internal and/or client), as appropriate.

• Respond to requests (whether from internal or external clients) promptly.

• Liaise with internal and external clients to gather information to achieve a complete response.

• Monitor local and national Tender Portals and Industry Panels, and distribute opportunities to relevant staff/ discipline

• Upload relevant insurance and pre-qualification documentation to Tender Portals to ensure continued compliance.

• Assist relevant staff to attain pre-qualification accreditations to meet future opportunity requirements.

Knowledge and Process Management:

• Update/ maintain non-opportunity specific /additional qualification and reference materials (including project proformas and personnel profiles, images, collateral materials, etc.) in SMKC.

• Regularly update opportunities on Pipeline.

• Comply with pursuit phase QC/QA requirements

• Support Pursuit team to comply with pursuit phase Health and Safety requirements

• Assist with facilitating appropriate legal reviews of pursuit phase documentation and contracts via Stantec's contract review portal.

• Work with specialist software and processes.

• Assist in the Request For Quotes (RFQs) and coordination of sub-consultants at the pursuits stage to ensure the accuracy of the preparation of sub-agreements post-win.

• Collect insurance and prequalification questionnaires and store them in the subs database as the Project Management Framework requires.

• Identify and share relevant information and best practices between MCPR colleagues and internal clients.

Individual Contributor:

• Be accountable and drive quality by updating Pipeline and adhering to Stantec's style guide /

branding initiatives.

• Manage own workflow/outputs within business priorities.

• Contribute by using your skills in bid writing / creative writing (where required).

• Undertake learning and development opportunities to enhance skills.

People:

• Support team and company Initiatives.

• Promote and contribute to a sense of community, fun and team spirit.

• Communicate clearly and engage with your internal clients, team and colleagues in the office.

This description is not a comprehensive listing of activities, duties, or responsibilities that may be required of the employee. Other duties, responsibilities, and activities may be assigned or changed at any time with or without notice.