Proposal Coordinator Job Details | Aecon

Come Build Your Career at Aecon!

As a Canadian 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 cant do it safely, we dont do it at all.
• Integrity. We lead by example, with humility and courage.
• Accountability. Were 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 Equity, Diversity & Inclusion 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. Were always searching the globe for innovative, collaborative minds to join our best-in-class Aecon community!

Reporting to the Senior Proposal Manager, the Proposal Coordinator is responsible for assisting with coordinating, supporting and writing Request for Qualifications (RFQs), Request for Proposals (RFPs), Expression of Interests (EOIs) and Market Sounding submissions for major infrastructure projects in Western Canada. The Proposal Coordinator will have strong technical writing skills and the ability to work in a deadline-driven environment. As part of the proposals team, the Proposal Coordinator will work closely with internal and external stakeholders to develop high-quality submissions to secure new work. Time allocation for this position is approximately 70% reading/writing/editing/formatting and 30% organizational related activities. This is an in-office position Monday to Thursday located downtown Vancouver. There is the option to work from home on Fridays.

Key Responsibilities

• Review and develop a detailed understanding of client proposal/bid requirements;
• Develop proposal calendars and develop proposal responsibility, project and key individual selection matrices;
• Create templates for proposals, resumes and project sheets;
• Prepare, edit and format proposal/bid sections, resumes and project sheets;
• Track and ensure timely proposal/bid deliverables required from internal and external partners, including health and safety forms, proposal/bid forms, finance support letters and write-ups from various authors;
• Assist with the writing, formatting and proofing/editing of proposals based on input from multiple authors;
• Research relevant statistics (e.g. tracking previous project experience and work history), project work plans and other sources of information to extract relevant content;
• Gather and coordinate flow of information from subject matter experts to be used in the proposal;
• Ensure that all content supplied by the team is compliant with the proposal requirements;
• Prepare proposal/bid write-ups for various construction related topics (methodologies, risk management issues, staff management, work plans, cover letters and summaries);
• Organize and schedule team meetings, prepare meeting agendas and take meeting minutes;
• Print, package and deliver final proposal/bid submissions or submit electronically as required;
• Manage SharePoint or other document management systems (e.g. OneDrive, Dropbox, etc.);
• Data entry to maintain accuracy of pursuit reports and scheduling;
• Work with graphic designers to develop JV logos, binder and tab designs etc. and present to the consortium;
• Ensure binders, USBs, tabs, covers and other materials are ordered and available for final assembly of proposals;
• Attend pre-bid meetings and post-bid debrief meetings and summarize results and lessons learned to report back to the pre-construction team;
• Drive an inclusive culture to promote equity, welcome different perspectives and enable career progression by fostering a sense of belonging;
• Some travel may be required.

Required Knowledge and Experience

• Strong communication and writing skills Required;
• University-level degree in English studies or background in journalism, communications, marketing, business or related field Required;
• Ability to work in deadline-driven environment Required;
• High degree of organizational skills Required;
• Advanced skills in Microsoft Word, Excel and PowerPoint Required;
• Advanced skills in Adobe InDesign, Photoshop and Illustrator Advantage;
• SharePoint administration experience Advantage;
• Marketing and design experience Advantage;
• Technical background with a discipline focus in civil, structural, related technical discipline or construction experience Advantage;
• Date entry experience Advantage;
• HardDollar experience Advantage;
• Knowledge of Canadian Press style guide Advantage; and
• A champion of inclusion and diversity.

Please note that a minimum of three writing samples from your past work will be required during the initial interview stages.

The expected pay range for this position is $65,000-$80,000.

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner, through the implementation of the requirements of the ACA and its applicable regulations. If you require accommodation under the ACA during any step of the application process please click here.