Description of Position:

We are looking for a Proposal Coordinator to join a busy business development team on a contract basis. This position is well suited to a detail-oriented writer and organizer who can manage multiple deadlines while producing high-quality, client-focused proposal materials. The successful candidate will collaborate with internal leaders and technical contributors to prepare high-quality submissions, presentations, and supporting documents in a quick-paced environment.

Responsibilities:

- Evaluate bid requests and submission documents to identify requirements, timelines, and compliance obligations for each opportunity.
- Partner with business development colleagues and senior stakeholders to shape proposal strategies, develop tailored content, and support visual presentation standards.
- Coordinate the full proposal process, including scheduling planning sessions, organizing review cycles, managing milestones, and supporting post-submission follow-ups.
- Draft, revise, and proofread proposal materials to ensure accuracy, clarity, and consistent brand messaging across all deliverables.
- Work closely with engineering, consulting, and design contributors to gather input and assemble cohesive submission packages.
- Customize corporate profiles, team resumes, project examples, and related materials so they align with the needs of each client opportunity.
- Oversee proposal production and administrative support activities, including document preparation, formatting, printing, binding, and final delivery.




- Monitor bid sources, distribute relevant opportunities and addenda, and keep internal teams informed of updates that may affect submissions.
- Assist with the development of interview decks, presentation materials, and shared database records to support business development efforts and information management.

Requirements of the Position:

- 2 to 5 years of experience in proposal coordination; experience within the architecture industry would be considered an asset.
- Bachelor’s degree in English, Marketing, Communications, or an equivalent combination of education and relevant experience.
- Advanced skill in Adobe InDesign and strong working knowledge of Adobe Creative Suite for document layout and design.
- Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
- Excellent writing, editing, proofreading, grammar, and spelling abilities with a high level of attention to detail.
- Strong organizational and time-management skills with the ability to handle several priorities and meet firm deadlines.
- Ability to work independently and collaboratively, solve problems effectively, and perform well in a fast-paced, deadline-driven setting.
- Familiarity with CRM tools, proposal documentation processes, and database maintenance is an asset.

*This job posting is for a current vacancy with our client.

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📌 Proposal Coordinator (Toronto)
🏢 Robert Half
📍 Toronto