Proposal Coordinator jobs

Full-Time | Permanent | Edmonton, AB | Hybrid
Monday–Friday | 8:00 AM – 4:30 PM

Position Summary

Forbes Bros. Group of Companies is seeking an experienced Proposal Coordinator to support the development, coordination, and submission of high-quality, compliant, and competitive proposals for utility infrastructure construction projects.

This is a deadline-driven proposal coordination role requiring strong computer skills, document control, writing, editing, formatting, and coordination with operations and technical teams. The successful candidate will be responsible for managing proposal documents, coordinating internal inputs, maintaining proposal content, monitoring bid portals, and ensuring submissions are accurate, complete, and delivered on time.

This is not a general marketing coordinator role. The primary focus is proposal coordination, bid support, document production, and submission management.

Key Responsibilities

• Coordinate RFQs, RFPs, RFIs, tenders, prequalification packages, and other client submissions from initiation through final submission.
• Review client requirements, submission instructions, addenda, forms, schedules, and compliance requirements.
• Develop proposal schedules, track deliverables, follow up with contributors, and ensure deadlines are met.
• Work directly with operations, estimating, project teams, HR, safety, quality, and other internal stakeholders to gather required proposal content.
• Write, edit, format, and proof proposal materials for clarity, consistency, accuracy, grammar, structure, and compliance.
• Prepare and maintain proposal documents using Microsoft Office, Adobe Acrobat, SharePoint, and other internal systems.
• Manage shared proposal inboxes, bid portals, and client submission platforms.
• Maintain and update proposal content libraries, including:
• Project profiles
• Staff resumes
• Corporate experience summaries
• Standard proposal language
• Templates, forms, and supporting documents
• Support CRM data entry and maintenance, where required.
• Track opportunities, deadlines, submissions, and follow-up items.
• Coordinate final quality checks to ensure submissions are complete, accurate, properly formatted, and submitted on time.
• Maintain strong document control practices and ensure proposal files are organized and accessible.
• Support the preparation of presentations, capability statements, and other business development materials directly related to proposals and pursuits.
• Communicate professionally with internal stakeholders to obtain information, resolve gaps, and keep submissions moving.
• Support client-driven deadlines, including overtime when required to meet submission timelines.

Required Experience

• Minimum 3–5 years of experience in a proposal coordinator, bid coordinator, or similar proposal-focused role.
• Experience coordinating formal submissions, including RFQs, RFPs, tenders, prequalification packages, or client bid responses.
• Experience working in a construction, engineering, infrastructure, utility, industrial, or related technical environment is strongly preferred.
• Strong experience preparing, editing, formatting, and submitting professional business documents.
• Experience working directly with operations, estimating, project teams, or technical subject matter experts.
• Experience managing multiple concurrent deadlines in a fast-paced, client-driven environment.
• CRM experience is considered an asset but is not required.

Skills & Qualifications

• Strong computer skills and advanced proficiency with:
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Adobe Acrobat
• SharePoint
• Experience using shared inboxes, bid portals, document management systems, and online submission platforms.
• Strong writing, editing, proofreading, and document formatting skills.
• Strong attention to detail and ability to identify gaps, inconsistencies, and compliance issues.
• Ability to organize information clearly and produce polished, professional documents.
• Strong coordination skills with the ability to follow up, manage competing priorities, and keep contributors accountable to deadlines.
• Ability to communicate directly and professionally with operations and technical teams.
• Strong judgment, discretion, and ability to work with confidential and deadline-sensitive information.
• Ability to work independently with minimal supervision while escalating issues when required.
• Post-secondary education in business administration, communications, marketing, construction management, project management, or a related field is considered an asset.

Additional Requirements

• Ability to work in a fast-paced, deadline-driven environment.
• Ability to manage multiple proposals and priorities at the same time.
• Availability to work overtime when required to support client-driven proposal deadlines.
• Strong organizational and time management skills.
• Professional communication standards and strong document quality control.
• Ability to work in a hybrid work environment and attend the Edmonton office as required.

Compensation & Benefits

Forbes Bros. Group of Companies offers a competitive compensation package, including:

• Competitive salary
• Health, dental, and vision benefits
• Company pension program
• Paid vacation and PTO
• Employee assistance program
• Disability and life insurance
• Company laptop and phone
• Hybrid work model
• On-site parking
• Opportunities for growth and development

Company Overview

Forbes Bros. Group of Companies is a North American leader in utility infrastructure construction, specializing in transmission, distribution, and substation projects. The company operates across Canada and the United States with a focus on safety, execution, accountability, and long-term growth.

Pay: $68,000.00-$75,000.00 per year

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Vision care

Application question(s):

• How many years of experience do you have in a proposal coordinator, bid coordinator, tender coordinator, or similar proposal-focused role?
• Have you directly coordinated formal RFQs, RFPs, tenders, prequalification packages, or client bid submissions from start to finish?
• Do you have experience working in a construction, engineering, infrastructure, utility, industrial, or similar technical environment?
• What is your level of proficiency with with tools such as - Microsoft Office, Adobe Suite, SharePoint (provide a rating between 1 and 10).
• Are you primarily interested in proposal coordination, bid support, document production, and submission management?

Work Location: In person