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 clear, 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 team-oriented 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 (Ottawa)
🏢 Sonovision Canada - Ortec Group
📍 Ottawa