Proposal Coordinator
Role Overview
Vertex is currently accepting applications for one full-time, permanent Proposal Coordinator to support our Business Development team in the preparation, editing, and coordination of proposals, bids, qualification packages, and technical reports.
This posting is open to candidates across a range of experience — from recent graduates to seasoned proposal professionals.
The level of the role and starting responsibilities will be tailored to the successful candidate’s background and demonstrated skills.
Full Job Posting
KEY RESPONSIBILITIES
- Coordinate the end-to-end proposal process — timelines, deliverables, reviews, approvals, and submissions — for RFPs, RFQs, EOIs, and other solicitations.
- Review solicitation documents to identify requirements, deadlines, evaluation criteria, and submission procedures.
- Develop and maintain proposal schedules, compliance matrices, action-item trackers, and submission checklists.
- Lead or coordinate development of proposal components, including Statements of Qualifications (SOQs), technical resumes, project examples/case studies, biographies, budgets and estimate templates, and scheduling tools.
- Draft, edit, format, and proofread proposal content, working with subject matter experts and project managers to gather accurate, timely input.
- Partner with the corporate marketing team to incorporate messaging, project descriptions, and supporting materials, and to develop marketing tools by industry and service line.
- Coordinate auxiliary resources (diagrams, GIS graphics, interactive materials) with other specialists as needed.
- Use AI tools and other current technology platforms to enhance and streamline proposal creation.
- Contribute to go/no-go evaluation of RFP/RFQ opportunities to help prioritize business development effort.
- Coordinate internal reviews, incorporate feedback, and maintain version control.
- Support the development and upkeep of proposal content libraries, templates, resumes, and other reusable materials.
- Assist with proposal presentations, interview prep, and related business development activities.
- Provide general administrative support to the Business Development team.
- Identify and recommend improvements to proposal processes, templates, and tools.
- Maintain confidentiality of sensitive company and client information.
- LOCATION
- This position is based out of our Sherwood Park, AB office.
Qualifications
- Experience with document management, CRM, or proposal management systems is an asset.
About Vertex Resource Group
Public Canadian environmental-services company providing consulting, field services, and equipment to energy, mining, utilities, and government clients.
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