The Bid & Proposal Specialist supports the preparation and submission of proposals and bids in response to client Requests for Proposals (RFPs) and other opportunities. This role is primarily focused on content development, coordination, and document production, working closely with internal teams to ensure proposals are complete, accurate, and submitted on time.

Responsibilities

Support the coordination of proposal activities and timelines

Track inputs, action items, and deadlines across contributors

Assist in organizing kick-off and review meetings

Ensure documentation is complete and properly formatted for submission

Draft, edit, and format proposal content using existing templates and inputs

Consolidate technical inputs into explicit, structured responses

Ensure consistency in formatting, style, and messaging

Customize standard content for specific opportunities

Maintain and update proposal materials, including CVs and staff profiles, past performance references, standard company descriptions and boilerplate content, and organize and improve content libraries for reuse

Perform formatting, proofreading, and compliance checks

Ensure submissions meet client instructions and requirements

Support final document assembly and submission

Education

Diploma or Bachelor's degree in Communications, Business, or Technical Writing

Engineering (considered an asset but not required)

Experience

3–5 years of relevant experience in proposal writing, document coordination, or technical writing

Experience supporting RFP responses or structured documentation processes

Experience in engineering, aerospace, or defence is an asset (not mandatory)

Core Skills

Strong writing and editing ability

Excellent attention to detail and document formatting

Strong organizational and time management skills

Ability to follow structured processes and templates





Working Style

Comfortable working with multiple contributors

Able to manage competing deadlines with guidance

Proactive but not expected to independently define strategy

Nice-to-Have (not required)

Exposure to S1000D/technical publications

Exposure to ILS/IPS concepts

Exposure to government or defence contracting

Success Measures / Expectations

Delivery of complete and well‑formatted proposals on time

Accuracy and consistency of proposal content

Effective support to internal teams during bid activities

Continuous improvement of templates and reusable content

What we can offer you

Hybrid remote work opportunities (3 days in the office, 2 days remote)

Flexible schedule, based around a core set of hours

Training and Development Programs

Casual and collaborative work environment

Health, dental, and life insurance benefits

Candidate Eligibility and Security Check: The successful candidate will be required to undergo a comprehensive background check, which may include verification of previous employment and education, reference checks, and a criminal record check. Candidates must be legally entitled to work in Canada. Additionally, due to the nature of the role, the candidate must successfully complete screening under the Controlled Goods Program before the agreed upon start date and obtain a secret level 2 security clearance.

Sonovision is committed to fostering an inclusive, accessible workplace where all employees are valued, respected, and supported. We are dedicated to providing accommodations throughout the recruitment, selection, and employment process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage of the hiring process or during employment, please contact Human Resources so that appropriate arrangements can be made.

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📌 Bids and Proposal Specialist (Quebec City)
🏢 Sonovision Canada - Ortec Group
📍 Quebec City