Proposal Coordinator

Come Build Your Career at Aecon!

As a North American leader in infrastructure development, Aecon is safely and sustainably building what matters for future generations to thrive! We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.

At Aecon, you can count on:

• Safety Always. Our number one core value. If we can’t do it safely, we don’t do it at all.
• Integrity. We lead by example, with humility and courage.
• Accountability. We’re passionate about delivering on our commitments.
• Inclusion. We provide equitable opportunities for everyone.

We lead the infrastructure industry with purpose, and our people are at the heart of everything we do. So, we invest in our people, just like they invest in us!

At Aecon we:

• Ensure you and your family receive the services needed to support your mental, emotional, and physical well-being.
• Believe in helping you build your career through our Aecon University and Leadership Programs.
• Are committed to supporting and investing in inclusive work environments, through initiatives like Diversity, Equity, Inclusion, & Accessibility training, our Aecon Women in Trades and Aecon Diversity in Trades programs , and our Employee Resource Groups (ERGs) to ensure we are building inclusion into every aspect of our culture at Aecon.
• Are a leader in sustainable construction . With a strong commitment to operating responsibly by minimizing our impact on the environment and surrounding communities.

Our business success relies on strong execution and continuous improvement – driven by the diversity, expertise and teamwork of our people. We’re always searching the globe for innovative, collaborative minds to join our best-in-class Aecon community!

A Proposal Coordinator is a professional responsible for managing and coordinating the creation, development, and submission of proposals (including RFPs, RFIs, and RFQs) to prospective clients. This role is vital in the business development lifecycle, acting as the central point of contact and ensuring all proposal elements are completed on time, meet quality standards, and comply with all requirements. 

Key responsibilities

• Proposal Process Management: The Proposal Coordinator works closely with the Project Manager to create and manage the proposal schedule, outlining deadlines for different stages of the process (drafting, editing, reviews, approvals), and ensures all deliverables are submitted according to the specified timeline.

• Coordination and Collaboration: They act as a liaison between various departments (Business Development, Estimating, Finance, Engineering, Legal, Contracts, Quality, CM/PM, and Procurement) to gather necessary information, ensuring content consistency and alignment with the client's needs and the company's strategic objectives.

• Content Development and Organization: Responsibilities include developing and organizing proposal content, which may involve drafting sections, editing contributions from other team members, ensuring accurate information is used, and maintaining a library of standard proposal content (boilerplate text, project descriptions, resumes).

• Quality Assurance and Compliance: The Project Manager and the Coordinator reviews and edits proposal content for accuracy, completeness, and grammar, ensuring all formatting and graphical elements are consistent with company standards and compliant with the requirements outlined in the RFP or RFI.

• Communication and Follow-Up: They facilitate kick-off and debrief meetings, communicate with the team regarding project progress, provide feedback, and coordinate follow-up activities after proposal submission, such as addressing information requests from clients.

• Administrative Tasks: This can include managing the printing and production of proposal materials, tracking the status of proposal projects, and maintaining related databases and files. 

Essential skills and qualifications

• Educational Background: A bachelor's degree in business, marketing, communications, English, or a related field is preferred.

• Writing and Editing: Exceptional writing, editing, and proofreading skills, with a keen eye for detail, grammar, and persuasive communication.

• Project Management: Strong organizational, time management, and project management skills to handle multiple tasks simultaneously and meet tight deadlines.

• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and, in some cases, graphic design software like Adobe Creative Suite.

• Communication and Interpersonal Skills: Excellent verbal and written communication skills to collaborate effectively with diverse teams, including subject matter experts and senior leadership, and to communicate the proposal's value proposition.

• Understanding of the Proposal Process: A thorough understanding of the proposal development process and the requirements of RFPs and RFIs.

• Industry Knowledge: Commercial nuclear and Federal nuclear, knowledge of specific regulations (like FAR/DFARS in the Aerospace & Defense industry) are highly beneficial. 

Aecon fosters diversity, inclusion and belonging within and across our organization.  We consider all applicants for positions without regard to race, color, religion, sex, national origin, age, mental or physical disabilities, veteran status, and all other characteristics protected by law.

We are committed to adhering to the objectives and requirements outlined in the Equal Employment Opportunity Commission (EEOC), and to meeting the accessibility needs of persons with disabilities in a timely manner, through the implementation of the requirements of the EEOC and its applicable regulations. Appropriate accommodation under the EEOC will be provided upon request throughout the interview and hiring process.