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 recent 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.

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 professional 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 i

📌 Business Development Coordinator (Canada)
🏢 Clearford Water Systems
📍 Canada