Position Title: Proposal Coordinator - Municipal Services - Greater Toronto Hamilton Area (GTHA)
Employment Type: Permanent
Robinson Consultants Inc. is a growing multi-disciplinary employee-owned engineering firm. In business for over 45 years, we are building on our solid track record of success by maintaining our commitment to “make communities better through teamwork, quality solutions and inspiring the next generation.”
Our core values guide the way we run our business:
Passion: We are inspired to achieve the goals of our clients, colleagues, and company.
Integrity: We embrace honesty, trustworthiness, and thoughtfulness through our actions and behaviours.
Respect: Through listening and understanding we demonstrate the value we hold for our clients, colleagues, and peers.
Care: We put our clients, colleagues, and peers first.
Robinson Consultants is seeking a self-motivated Proposal Coordinator to join the collaborative and dynamic team in our Hamilton office. This position will work collaboratively with our Project Managers, Engineers and Technicians, and will be responsible for researching prospective projects, taking the lead in proposal preparation, liaising with consultants and working closely with the project teams. The duties will include, but are not limited to:
What you’ll be doing:
- Collaborate with multidisciplinary teams, including engineers, sub consultants, partners and other subject matter experts, to gather information and insights necessary for proposal development.
- Understand and apply proposal development processes and methodologies.
- Analyze client requirements and RFP documents to understand project scope and objectives.
- Develop comprehensive and technically accurate proposals that address clients’ needs that align with company capabilities.
- Ensure proposals comply with industry standards, client requirements and best practices.
- Develop a proposal schedule/facilitate contributions of all parties, ensure RFP compliance, draft standard proposal sections, facilitate reviews, identify gaps within draft responses and perform quality control on final documents.
- Submitting proposal through client bid portals.
- Maintain and update logins and corporate accounts with bid sites, including bids and tenders, City of Toronto, bid and go and bonfire.
- Engage clients for proposal debriefings, including tracking responses within a comprehensive tracking system.
- Track and maintain upcoming bid opportunities.
- Monitor bid websites screen potential opportunities, including bids and tenders, City of Toronto, bid and go and bonfire.
- Develop and maintain a centralized database of corporate proposal material for bid responses, including projects sheets, PM standards, etc.
- Recommend new processes or procedures for proposal response to improve efficiency, increase proposal quality, etc.
Content Creation:
- Collaborate with the technical teams to create clear, concise, and persuasive technical content that highlights our methodologies, and value proposition.
- Review discipline specific scopes of work to identify gaps and/or overlaps in the work plans.
- Oversee the creation of the general proposal content to match the client requirements such as company information, corporate overview, project sheets, staff bio’s, project management approach, CV’s, etc.
- Oversee the development of graphics, charts, and visuals to enhance the visual appeal and comprehension of the proposal.
- Tailor proposals to specific client needs and industry trends.
Submission Management:
- Manage proposal timelines, ensuring that all deadlines are met and high-quality proposals are submitted on time.
- Coordinate with team members to gather information and incorporate feedback into proposal drafts.
- Review and edit proposal content for accuracy, consistency and clarity.
- Conduct thorough quality checks on final documents to eliminate errors and ensure a polished final product.
You should have:
- Degree or diploma in either Engineering, Communications, English, Marketing, Business Administration or Journalism is required.
- 5 years or more of progressive experience, preferably in a similar proposal management/ development role is required. Previous experience in the civil engineering industry, including the delivery of civil engineering projects is considered an asset.
- Proven experience as a Technical Writer, working with cross-functional teams is considered an asset.
- Excellent problem-solving skills.
- Ability to work collaboratively in a variety of team environments.
- Exceptional organizational and time management skills and the ability to balance diverse, changing, and conflicting priorities to meet short and long-term project milestones.
- Computer literacy in a Microsoft environment required and demonstrated experience with Adobe Creative Suite/Canva considered an asset.
- Superior client service and interpersonal skills, combined with strong team and leadership abilities.
- Excellent oral and written communication skills in English (bilingualism in English and French would be considered a strong asset).
*Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
What’s in it for you?
- Competitive salaries and reward opportunities
- Company matched RRSP contributions
- Comprehensive benefits package, including medical, dental, vision care, disability, and life insurance
- Hybrid work option available
- Flexible vacation
- Unique vacation opportunities
- Maternity and Parental leave top-up
- Professional Association Fees
- Active Social Committee and corporate social events
- Employee led committees; Diversity, Equity, and Inclusion and the RCI Women in Engineering Group.
- Employee-owned firm with potential for future share purchases
- Extensive training and development opportunities, including monthly lunch and learns, formal training courses and conferences and seminars,
- Diverse experience opportunities afforded, and pursuit of projects related to your interests
- Exposure to a variety of work with varied scope, scale, and complexity
- Working with a diverse team with a wide range of experience and expertise
Is your experience close to what we’ve described but maybe you feel you’re missing a few of the requirements? We encourage you to apply anyway. We look for people with exceptional potential, and we know this can take many forms. We believe the highest performing teams include people with diverse backgrounds, perspectives, and life experiences.
The job entails performing most of the job duties within an office environment. However, occasional field work/site visits do form part of the expected job duties and may include exposure to the elements including inclement weather, navigating safely within construction sites or within sites that have a physically challenging terrain.
Robinson Consultants Inc. is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodations through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.
