Proposal Coordinator

Overview

Location: Edmonton, Alberta

Position: Regular / Full Time

Positions Available: 1

Waiward is a respected construction and maintenance service provider that operates one of Canada’s largest fabrication shops based out of Edmonton, Alberta. Our mission is To Be Your Trusted Partner which ensures we act with integrity in all that we do. Through planned growth and development, we have kept our commitment to provide our customers with an unsurpassed level of service. Waiward’s historical and future success is grounded in our collective commitment to our core values.

At Waiward, we believe a diverse and inclusive workplace is the key to unlocking the full potential of our people. It is essential to build a team that represents the communities and clients we are serving. We attract, hire, and develop people of all backgrounds and ensure fairness and inclusion within our hiring processes. We believe in investing in people based on their expertise, capabilities, aspirations, and performance despite their race, religion, gender identity, sexual orientation, and beliefs.

As a leader in our industry, we believe diversity and inclusion strengthen our team and are committed to making sustainable progress in our company and the communities and clients we serve. With the support of our leadership team and peers, our people are encouraged to share their perspectives.

Job Purpose

The Proposal Coordinator is responsible for the completion of EOI and prequalification requests, processing proposal requests, assembly of proposal documents, management of client portals, downloading/filing of client documents, and reporting of Estimating KPIs.

Responsibilities

• Displays a commitment to Waiward’s incident-free vision, values, and culture.
• Supports the bid proposal process through the activities of coordination, SME collaboration, writing, finalization, assembly, internal reviews, and submission.
• Acts as chairperson of the bid/no-bid meeting; responsible for presenting opportunities, tracking meeting notes, and updating our meeting log.
• Checks the drawing registers that come with the packages to ensure the package is complete.
• Analyzes bid requirements and ensures that proposals meet requirements.
• Acts as client liaison during the bid process.
• Maintains tender and proposal document management as appropriate.
• Conducts maintenance of our proposal and prequalification content databases, including generation of reports.
• Reviews and formats various documents for proposals.
• Coordinates / administers bid debriefs, and post-submission lessons learned.
• Engages in the proposal, final formatting, assembly, and delivery.
• Develops and executes consistent company identity through document templates.

Qualifications

• Degree or diploma in marketing, communications or another related field, or equivalent industry experience.
• Proven analytical, communication, organizational, project management, and technical writing skill.
• Proficient in MS Office software capacity to work effectively with deadlines and short-time frames in high-pressure environments.
• Proficient in Adobe Creative Suite, specifically InDesign, Photoshop, Illustrator would be an asset.
• Ability to lead multiple projects simultaneously.
• Possess detailed knowledge of proposal and marketing procedures, work processes, and tools, along with evidence of past successful management of proposals teams.
• Comfortable leading large group meetings.

Working Conditions

The job may require the incumbent to walk stairs; be outside in inclement weather (slippery surfaces and cold); carrying objects, driving and being exposed to normal office routines.

Physical Requirements

The incumbent is required to have close visual acuity to perform an activity such as: viewing a computer terminal for extended periods of time; and extensive reading. The incumbent is also required to stand and sit for extended periods of time.

*Please note that only qualified candidates will be contacted. Waiward is an equal opportunity employer.