Proposal Coordinator

Job summary

The Proposal Coordinator manages the end-to-end proposal development process, including opportunity identification, tracking, and partner coordination. They also provide administrative support by maintaining proposal trackers, updating project sheets, and assisting with documentation.

Job details

BPA is more than an engineering firm — it’s a passionate team shaping the buildings and infrastructure of tomorrow. With offices across Canada, our expertise in sustainable design and technical innovation drives impactful projects from coast to coast. Joining BPA means putting your talent to work on meaningful projects, collaborating with recognized experts, and growing in a flexible, people-focused and forward-thinking environment. Role Overview The OSP Administrator supports BPA's proposal development process end-to-end, from opportunity identification through proposal tracking, partner coordination, and documentation support. This role requires strong organizational skills and close collaboration with Technical Leads, Discipline Leads, and the Proposal Writer/Coordinator. Key Responsibilities Opportunity Monitoring & Tracking: Monitor RFP websites and procurement portals daily to identify new opportunities Manage RFP subscriptions, notifications, and keyword alerts Identify and circulate relevant opportunities, including SEEV summaries and plan takers lists Follow up with decision stakeholders to secure timely Go/No-Go decisions Maintain and update the Toronto OSP proposal tracker, including addenda updates Maintain and update various OSP information systems Partner & Architect Coordination Maintain and amend the Architect contacts list Initiate and manage outreach when an opportunity requires partnering with an architect, working with internal stakeholders to identify the best-fit partner per opportunity Create and maintain the Client/Architect Requirements sheet for each proposal Proposal Support Assist in preparing draft fee letters Support CV maintenance and updates Support project sheet updates Provide general administrative coordination and documentation support throughout the proposal lifecycle Technical Proficiency Advanced knowledge of Microsoft Office SharePoint AI usage Adobe Proposal/document automation software Soft Skills Exceptional attention to detail Strong time management Proofreading accuracy Effective cross-functional communication Ability to work independently Strong organization skills Build your career with us and enjoy… A culture built on collaboration, knowledge sharing, talent development, and the quality of our work. A 37.5-hour workweek with flexible scheduling and the possibility of finishing at noon on Fridays. A hybrid work policy that promotes balance between professional and personal life. A competitive total compensation package, including a comprehensive group insurance plan and an RRSP program with employer contributions. A structured training and professional development program supported by UniversiT, our internal entity dedicated to the technical and personal growth of every employee. A tailored mentorship program designed according to each employee’s experience level and career path. Cutting-edge technology, including BIM and modern collaborative tools. The “Finding Balance” program, which promotes overall well-being, mental health, and sustainable productivity. Salary range: $55,000 – $75,000 per year, with final compensation determined based on experience, qualifications, scope of the role and geographic location. This posting is for an existing vacancy. AI usage: BPA may use digital tools to support note-taking during interviews. These tools do not influence screening or hiring decisions. Additional details regarding compensation and our overall rewards approach will be shared throughout the recruitment process. We are committed to the principles of employment equity, diversity, inclusion, and accessibility across all our offices in Canada. We comply with applicable accessibility legislation, including the Accessibility for Ontarians with Disabilities Act (AODA), and will provide accommodations upon request for candidates participating in all aspects of the selection process. We encourage applications from women, visible minorities, Indigenous peoples, persons with disabilities, and members of the 2SLGBTQIA+ community. Thank you for your interest in joining our team. Please note that only candidates selected for an interview will be contacted by the Talent team.

What you’ll do

The Proposal Coordinator manages the end-to-end proposal development process, including opportunity identification, tracking, and partner coordination. They also provide administrative support by maintaining proposal trackers, updating project sheets, and assisting with documentation.

Requirements

The role requires strong organizational skills, attention to detail, and proficiency in Microsoft Office, SharePoint, and document automation software. Candidates should be able to work independently and communicate effectively across cross-functional teams.

Benefits

• Group insurance plan • RRSP program • Flexible scheduling • Training and professional development • Mentorship program • Finding balance program

Listed skills

• Time management · Preferred
• Adobe · Preferred
• SharePoint · Preferred
• Communication · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Proposal development
• Opportunity monitoring
• RFP management
• Partner coordination
• Microsoft Office
• SharePoint
• AI usage
• Adobe
• Document automation
• Proofreading
• Time management
• Organizational skills
• Communication
• Data maintenance

Job areas

• Administrative
• Engineering
• Management & Leadership
• Consulting