Proposal Specialist

Job summary

Coordinate proposals from RFP/RFQ review through submission, producing polished materials in Adobe InDesign and gathering content from internal teams. Maintain proposal resources and templates, manage schedules and deadlines, proofread submissions, and support presentations and process improvements.

Job details

Proposal Specialist Location: Greater Toronto Area, ON Work Model: Hybrid – 4 days in office / 1 day from home Salary: $75,000–$95,000 annually Industry: Construction Position Overview We are seeking a highly organized and detail-oriented Proposal Coordinator to join a growing construction organization. This role will be responsible for coordinating, developing, and producing high-quality proposals, qualifications packages, presentations, and other business development materials. The successful candidate must have previous construction industry experience and strong Adobe InDesign skills. You will work closely with business development, estimating, operations, and leadership teams to ensure proposals are professional, compelling, accurate, and submitted on time. Key Responsibilities Coordinate the full proposal process from initial RFP/RFQ review through final submission. Create, format, and produce professional proposals using Adobe InDesign. Review RFPs, RFQs, and other bid documents to identify submission requirements, deadlines, and evaluation criteria. Work with internal teams to gather project information, resumes, project profiles, technical content, and supporting documentation. Develop and maintain proposal templates, project sheets, resumes, corporate information, and marketing materials. Ensure proposals are visually polished, consistent, accurate, and aligned with company branding. Coordinate proposal schedules and ensure all contributors meet internal deadlines. Edit and proofread proposal content for grammar, clarity, consistency, and presentation. Assist with presentations, interview materials, and other business development initiatives. Maintain an organized database of previous proposals, project information, resumes, photography, and supporting materials. Support continuous improvements to the company's proposal and submission process. Qualifications Previous experience in the construction industry is required. Strong Adobe InDesign experience is required. Previous experience in a Proposal Coordinator, Marketing Coordinator, Bid Coordinator, or similar role is strongly preferred. Experience preparing construction proposals, RFPs, RFQs, or qualification packages. Strong proficiency with Microsoft Office, including Word, PowerPoint, Excel, and Outlook. Excellent written and verbal communication skills. Exceptional attention to detail and proofreading abilities. Strong organizational and time-management skills with the ability to manage multiple deadlines simultaneously. Comfortable collaborating with estimating, operations, business development, and senior leadership teams. Ability to work effectively in a deadline-driven construction environment. Compensation & Work Environment Salary: $60,000–$75,000, depending on experience. Hybrid schedule: 4 days per week in office and 1 day working from home. Opportunity to join a growing construction organization and play an important role in winning new projects. Collaborative environment with exposure to multiple areas of the business. Please note: Candidates must have construction industry experience and Adobe InDesign experience to be considered.

What you’ll do

Coordinate proposals from RFP/RFQ review through submission, producing polished materials in Adobe InDesign and gathering content from internal teams. Maintain proposal resources and templates, manage schedules and deadlines, proofread submissions, and support presentations and process improvements.

Requirements

Construction industry experience and strong Adobe InDesign skills are required, along with experience preparing construction proposals, bids, or qualification packages. Candidates should have strong Microsoft Office skills, excellent communication and proofreading abilities, and the organization to manage multiple deadlines while collaborating across teams.

Listed skills

• written communication · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Adobe InDesign
• Proposal Coordination
• Construction Proposals
• RFP And RFQ Review
• Proposal Development
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Excel
• Microsoft Outlook
• Proofreading And Editing
• Written Communication
• Verbal Communication
• Project Information Management
• Deadline Management
• Brand Consistency
• Business Development Support

Job areas

• Construction
• Marketing
• Creative & Media
• Administrative

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