Coordinator, Proposal Support

WSP is currently seeking a part- to full-time Proposal Coordinator to join our Transportation & Infrastructure Business Line. Reporting to the Proposal Team.

This position will be responsible for managing the preparation and delivery of responses for Expression of Interest (EOIs), Request for Qualifications (RFQs) and Request for Proposals (RFPs) for the Infrastructure Unit. As a successful hire, you will be tasked with ensuring that proposals are delivered to a high standard and in a timely manner for Senior Managers working on a wide range of projects that cover the broad spectrum of infrastructure engineering. The position will also require assisting the Proposal team and Project Managers with the preparation of CV's and project sheets. The ideal candidate has prior experience in proposal document development and effective written and verbal communication skills. A high level of attention to detail and an ability to meet deadlines are both important keys to success in this role. The ideal candidate should have good time and project proposal management skills to ensure that proposals and other deliverables are submitted accurately and on time.

• Read and understand an RFP/RFQ and accurately prepare the proposal brief with data including deadlines, evaluation criteria, maximum page length, font size, restrictions on appendices, etc.
• Gather proposal information for the draft proposal text outline including Corporate Overview, Supplier and Employee Diversity, Health and Safety Overview, and Quality Overview. Gather team member experience and qualifications as well as reference project details to be included in text or presented on tables.
• On all proposals, schedule/facilitate contributions of all parties and ensure RFP compliance. Where several disciplines are involved in a submission, coordinate the information from the various disciplines in a manner that the submission has a uniform and coherent appearance, as well as a singular voice.
• Prepare, maintain, and update complete various versions of company and project documentation including CVs and project sheets.
• Assist with managing, monitoring and maintaining the proposal database, files, and systems through appropriate information management systems. Keep accurate records on proposals in progress, completed, wins, losses, etc.
• Other duties as assigned/required.

• Diploma or Graduate degree in a related field of study, such as Marketing, Communications or Business.
• 3-6 or more years of experience in proposal development and coordination or similar environment such as marketing communications or an administrative role. Proposal, marketing or administrative experience in the Architecture/Engineering/Construction industries is considered an asset.
• Strong English language spoken and writing skills - including attention to detail and ability to proofread and edit material, as well as an aptitude for understanding technical terminology.
• Works well independently and with co-workers, responds to coaching and feedback well, and works well with staff at all levels across a large business line.
• A self-motivated team member, who demonstrates initiative to go above and beyond the task at hand, and can effectively multitask.
• Excellent interpersonal and organizational skills.
• Demonstrated ability to prioritize tasks and meet strict deadlines.
• Flexibility to work overtime on occasion to help the team meet proposal deadlines as required.
• Strong knowledge of Microsoft Office with proficiency in Microsoft Word and the use of templates and styles.
• Proficiency in Adobe Acrobat and working knowledge of InDesign is an asset. Ability to prepare graphics such as proposal covers in InDesign working with prepared templates.
• Strong knowledge of SharePoint or similar storage and collaboration platform. Knowledge of SharePoint Online is considered an asset.