SCOPE OF POSITION

As a member of the Business Development team, the Business Development Coordinator will provide administrative, logistical, and proposal development support to facilitate the successful pursuit of new business opportunities. Working closely with the Business Development team, Operations, and other internal stakeholders, the Coordinator will be responsible for organizing and coordinating activities associated with prospective client engagements, site visits, proposal meetings, and bid submissions.

A key responsibility of this position will be assisting in the preparation, coordination, and assembly of proposal packages in response to requests for proposals (RFPs), requests for quotations (RFQs), expressions of interest (EOIs), and other business development opportunities.

The successful candidate will be highly organized, detail-oriented, and comfortable managing multiple priorities in a deadline-driven environment. Strong communication, time management, document coordination, and interpersonal skills will be essential, along with the ability to work collaboratively across departments and maintain a professional approach when interacting with prospective clients, suppliers, and other external stakeholders.

MAJOR RESPONSIBILITIES (This is not an exhaustive list of duties to be performed)

Proposal Coordination and Development

· Coordinate the preparation, assembly, formatting, review, and submission of proposals in response to RFPs, RFQs, EOIs, and other procurement opportunities.

· Review proposal requirements and submission instructions to identify mandatory deliverables, forms, deadlines, formatting requirements, and compliance criteria.

· Gather and coordinate the technical information, pricing inputs, qualifications, certifications, references, and supporting documentation from relevant internal departments.

· Prepare and format proposal documents, presentations, executive summaries, company profiles, project descriptions, resumes, and other supporting materials.

· Coordinate internal proposal reviews, approvals, and revisions.

· Prepare and review employee qualification profiles for bids and proposals, ensuring relevant information is accurately represented, while maintaining confidentiality where required.

· Manage electronic submission portals and ensure final proposal packages are submitted in accordance with established deadlines and client instructions.

· Create and maintain proposal reference sheets, schedules, submission trackers, templates, standard responses, and supporting materials.

· Maintain records of submitted proposals, outcomes, client correspondence, and related documentation, and coordinate post-submission follow-ups, clarification requests, and additional information as required.

· Identify opportunities to improve proposal templates, tracking systems, document management, and submission processes.

Travel Coordination & Logistics

· Coordinate business travel for the Business Development team and other employees involved in business development activities, including flights, accommodations, rental vehicles, and other transportation arrangements.





· Coordinate and manage conference and trade show logistics for Business Development team, including event registration, travel arrangements, accommodations, booth bookings, and scheduling.

· Schedule and coordinate site visits, facility assessments, client meetings, proposal meetings, presentations, and other business development activities, considering employee availability, travel requirements, and proposal deadlines.

· Liaise with clients and internal stakeholders to confirm schedules, attendance, site access requirements, and other logistical arrangements; prepare and distribute itineraries, meeting invitations, agendas, and relevant site visit information.

· Arrange required site orientations, visitor documentation, access permissions, and other administrative prerequisites for site visits.

Marketing Support

· Coordinate social media content and posting schedules in collaboration with the Marketing team.

· Review marketing materials, blog content, and other promotional communications for accuracy, consistency, and alignment with Clearford messaging, flagging items requiring additional review or approval.

· Coordinate the preparation and distribution of branded promotional items (swag) and other marketing materials for conferences, trade shows, and industry events.

· Coordinate booth logistics, including setup requirements, displays, promotional materials, and shipping arrangements to ensure a consistent and skilled brand presence.

· Coordinate client sponsorships and donations, tracking requests, managing approvals, coordinating contributions, and maintaining accurate records.

Administrative Support

· Track business development activities, opportunity milestones, outstanding deliverables, and deadlines, following up with internal stakeholders to obtain required information, documentation, and approvals.

· Prepare meeting notes, action items, status updates, and other departmental documentation as required.

· Maintain organized electronic files, shared folders, business development records, opportunity trackers, client contact information, and other departmental databases.

· Provide general administrative and coordination support to the Business Development team as required.

REQUIRED KNOWLEDGE, EXPERIENCE, & COMPETENCIES

· Post-secondary education in business administration, office administration, marketing, communications, project coordination, or a related field considered an asset.

· Previous experience in a coordinator, administrative support, proposal coordination, sales support, or similar role preferred. Experience preparing and assembling proposals, tenders, RFPs, RFQs, or other formal submissions considered a strong asset.

· Experience coordinating business travel, meeting schedules,



and logistics for multiple employees considered an asset.

· Experience working in the environmental, water and wastewater, engineering, construction, infrastructure, or technical services industries considered an asset.

· Strong proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, PowerPoint, and Teams, with the ability to prepare professional documents and presentations and maintain organized electronic records.

· Strong organizational and time-management skills, with exceptional attention to detail and the ability to manage multiple assignments, competing deadlines, and changing priorities in a fast-paced environment.

· Demonstrated ability to review detailed requirements, identify missing information, track outstanding deliverables, and ensure documents and submissions are complete, accurate, and professionally presented.

· Strong written and verbal communication skills, including professional correspondence and effective coordination with internal departments, clients, suppliers, and other stakeholders.

· Ability to learn and work with electronic procurement portals, document management systems, customer relationship management (CRM) systems, and other business development tools.

· Strong problem-solving skills, initiative, and a proactive approach to following up on outstanding information, anticipating logistical requirements, and identifying potential scheduling or submission issues.

· Dependable and accountable, with the ability to work independently while contributing effectively within a collaborative team environment.

· Professional and courteous manner, with the ability to handle confidential and commercially sensitive information with discretion.

HOURS OF WORK AND TRAVEL EXPECTATIONS

· This position typically works 40 hours per week, consisting of 8-hour workdays, Monday through Friday.

· The position will generally work from the Company’s corporate office, located in Stoney Creek, Ontario.

· Occasional travel and work outside of regular hours may be required.

WHAT WE OFFER

· Annual Salary - $60,000 to $70,000

· Health, Dental, Life Insurance and Vision coverage effective from date of hire.

· RRSP contribution of 3% matched by employer after three months of employment.

HOW TO APPLY

Qualified candidates are invited to submit their resumes to [email protected]. Please indicate your location of preference with your application and/or if you are willing to relocate for the role.

Clearford is committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise Human Resources if you require accommodation throughout this process.

We do not use Artificial Intelligence (AI) to screen or assess applications. Every resume is being reviewed by our hiring team personally.

Pay: $60,000.00-$70,000.00 per year

Perks:

- Dental care
- RRSP match
- Vision care

Work Location: In person

📌 Business Development Coordinator (Stoney Creek)
🏢 Clearford
📍 Stoney Creek