Proposal Coordinator

Are you looking to join a highly collaborative dynamic team that creates winning proposals? Do you excel at wrangling key contributors as you drive toward and achieve deadlines? Are you looking to leverage your communication and negotiation skills as part of a proactive team? Are you passionate about delivering quality work with relentless attention to detail? If so, we would like to hear from you!

A Little About Us 

At ISL, we share an enthusiasm for community infrastructure. From planning through to design and construction management, we create nimble teams to tackle the unique requirements of every project. Our technical expertise encompasses transportation, land use planning, civil engineering, municipal, landscape architecture, heritage services, environmental management, water, structural, community engagement, geomatics, construction services and 3D visualization. Just the right size, ISL delivers complex projects while being small enough to maintain strong, cohesive project teams and personal client attention and service.

ISL’s Proposal/Production Team supports all offices and all disciplines of business at ISL. Our objectives are to increase the win rate, delivering quality, creative and compliant proposals. 

The key to our team’s success is:

• Teamwork – We are unique in how we approach proposal work. Multiple team members work together on each and every proposal, which means we can act as a stronger unit while growing our own individual skillsets. Everyone on the team is ready to jump in and lend a helping hand wherever they can—someone will always have your back!
• Responsiveness – We strive to support business development opportunities across the company with varying levels of strategic, creative advice that fits the proposal and the team.
• Collaboration – While driving the proposal schedule and deliverables, we coordinate seamlessly with internal and external teams at all levels to execute responses to all types of RFX’s.
• Ongoing Development – We have a culture of mentorship and leverage both hands-on and formal training opportunities to ensure that you have a versatile and diversified skillset that is fully funded. 

ISL’s Proposal Coordinators thrive on tight deadlines, adding the final polish that helps us win exciting projects in transportation, municipal infrastructure, land development, water, environment, structures, landscape architecture, and community engagement. It’s work that shapes the places we live, work, and play.

A Little About You 

• You thrive in fast paced work environments with competing deadlines.
• You are a relationship builder who is easily able to influence what is needed from a variety of Project Managers.
• You are the kind of person that high fives the team once a proposal is submitted on time for consideration.
• You want to help ISL be a top three in the market by advancing our capability to successfully compete on RFP’s across BC, AB, Yukon and Saskatchewan.
• You seamlessly integrate into diverse proposal teams, adapting your communication style to collaborate effectively across a range of personalities and workflows.
• You have a strong grasp of both the business and client needs which allows you to translate complex technical language into compelling, client-focused proposals.
• You are confident taking initiative to identify and resolve challenges independently.

Your application should show us:

• 3 + years of experience in proposal coordination where multiple partners were involved.
• Post secondary education in a relevant field, or relevant work experience.
• An indication of the scope and magnitude of Proposals you have worked on coordinating.
• Experience coordinating information needed for multiple proposals with varying complexity.
• Knowledgeable of the RFP process and proposal lifecycle. Understanding of municipal RFP processes is a definite asset.
• Detail orientated with the ability to proofread.
• Curious demeanor with an ability to ask the right questions in a timely manner to successfully get results.
• Strong knowledge and experience using Microsoft Office (Word, Excel, PowerPoint etc.) with a proven ability to understand the creation and use of templates.
• Adobe Creative Suite is considered a valuable asset, though not essential.
• Experience in an AEC related industry would be an asset.

A Little More About the Role 

Responsibilities:

While no two days will look the same, here is what you can expect to do:

• Review RFP’s, RFQ, etc. and provide high-level summaries to Technical Team.
• Prepare proposal documents, including the necessary planning and organization elements, by understanding the specific requirements of each RFP’s, RFQ, etc. 
• Establish and manage proposal timelines by setting priorities and milestone dates for internal reviews, team meetings, approvals, and final client submission—ensuring all deadlines are met.
• Lead and facilitate proposal team meetings to align contributors, track progress, and resolve issues proactively throughout the proposal lifecycle.
• Coordinate proposal content development by identifying required sections and assigning responsibilities to technical writers, graphic designers, and corporate contributors.
• Ensure proposals adhere to the company’s editorial and brand standards and reflect a high level of professionalism and quality.
• Ensure standardized components of the proposal are kept up to date (CVs, project sheets, etc.).
• Proofread and format proposal drafts prior to sending.
• Collaborate with proposal/production team members in the final assembly and compile of the submission. 
• Perform quality control on the final document.
• Track and review proposal successes and failures and attend proposal debriefs, as required.

What ISL Offers

We value you for your contributions and want to ensure that your personal success is intertwined with your professional success. Our wellness philosophy encompasses the four pillars of physical, mental, financial and spiritual wellbeing which is why our benefits package is comprehensive and offers you some of the best available tools to maximize your career and lifestyle. 

Here are some of the amazing benefits we provide:

• Flexible working hours
• Hybrid model of work 
• Excellent mentorship
• Employer paid benefits including health, dental and extensive paramedical services
• Healthcare Spending and Lifestyle Option Accounts 
• Group RRSP 
• Annual bonus incentives
• Paid professional development opportunities and memberships
• 24/7/365 Employee Family Assistance program