Proposal Coordinator (Ottawa)

Provencher_Roy is seeking a Proposal Coordinator to support the full proposal production cycle by coordinating tasks and logistics, conducting research, preparing information, formatting documents, proofreading, and managing documentation.

While the Proposal Coordinator contributes to content quality and ensures compliance with requirements, the role is not accountable for the overall strategy or final outcome of the submission, which remains the responsibility of the lead architect or the Director of Proposals.

The Proposal Coordinator plays an essential operational support role in ensuring that deliverables are accurate, compliant, well structured, and submitted on time.

Responsibilities

• Preliminary Analysis of Requests for Proposals

• Review request for proposal (RFP) documents to identify submission requirements, administrative constraints, and expected deliverables.

• Identify critical submission requirements, including formats, signatures, certifications, and mandatory appendices.

• Clearly communicate this information to the architect responsible for the proposal.

• Deliverable Planning and Coordination

• Prepare and monitor detailed production schedules and addenda, including timelines, internal milestones, and submission deadlines.

• Coordinate logistics, including sending requests to technical teams, requesting CVs, updating project sheets, and integrating received content.

• Follow up with internal and external stakeholders to ensure deadlines are met.

• Organize and document production meetings, including notes, follow-ups, and action items.

• Layout, Writing, Content Integration and Document Management

• Prepare documents using the required tools (InDesign, Word, PowerPoint), while rigorously applying the firm’s templates.

• Conduct various research activities and contribute to drafting technical content.

• Collaborate with the architect responsible for the proposal to integrate strategic content, methodology sections, and responses to evaluation criteria.

• Ensure visual consistency and the overall quality of documents, including tables, figures, graphics, pagination, and tables of contents.

• Manage file versions, ensure proper folder structure, and maintain organized archives.

• Review and Quality Control

• Proofread and edit content for linguistic and visual quality, including spelling, syntax, and consistency.

• Verify administrative compliance, including signed documents, required forms, PDF formats, and mandatory certifications.

• Flag any inconsistencies, omissions, or production-related risks to the architect responsible for the proposal.

• Collaboration with the Proposal Team

• Work closely with the proposal team, particularly the Ottawa-based team, to monitor the progress of submissions and adjust priorities as needed.

• Content and Tools Management

• Update internal databases, including:

• CVs and biographies

• Project sheets

• Standardized content

• General methodologies

• Maintain InDesign, Word, and PowerPoint templates and ensure compliance with internal presentation standards.

• Contribute to the development of tracking tools, including tables, checklists, and compliance matrices.

Required Profile

• Minimum of 3 years of experience in a similar role in architecture, engineering, design, communications, or document production.
• Advanced proficiency in InDesign, Word, PowerPoint, and graphic standards.
• Proven ability to work effectively under tight deadlines while managing multiple submissions simultaneously.
• Excellent organizational skills, attention to detail, and ability to manage priorities.
• Strong document management skills, thoroughness, and ability to follow strict standards.
• Ability to collaborate effectively with a wide range of stakeholders.
• Strong writing and proofreading skills are considered an important asset.
• Eligibility to obtain a federal Reliability Status security clearance (mandatory).
• Bilingualism in French and English is required.

Salary And Benefits

• Group insurance and health spending account
• Retirement plan (Group RRSP and DPSP)
• 100% reimbursement of annual professional association dues
• 3 to 6 weeks of vacation
• Hybrid work policy
• Public transit contribution
• 49 hours of sick leave
• Summer schedule
• Fresh fruit every day
• Hourly rate ranging from $35 to $45, depending on experience