Proposal Coordinator

Spartan Controls is an employee-owned company and leading provider of data management, industrial automation, valves, measurement and control solutions for process industries in Western Canada and beyond. We are dedicated to providing exceptional sales, support and service experiences for our diverse customer base in industries such as mining, power, oil & gas, municipal, pulp & paper, and chemical. Spartan is committed to creating a sustainable modern world with innovative automation. Our focus is Customer Outcomes. By leveraging applied automation we assist customers improving their Safety, Reliability, Operations and Productivity. Our employee ownership model creates a unique culture of community, creativity, entrepreneurship, and a place to build your career. Spartan Controls provides an environment that not only encourages you to do your best, but also empowers you to do what it takes to create a solution, address a need, or respond to an issue. Summary We are recruiting for a Proposal Coordinator for our Valve, Actuation & Measurement team, based in Calgary. Reporting to the Manager, you will coordinate and develop customer proposals, support commercial reviews and contract discussions and work closely with Sales, Legal and Finance to develop competitive, customer-focused proposals.Role and Responsibilities Serve as the central point of contact for proposal activities involving Account Managers, Application Specialists, Legal, Finance, Document Coordinators and Customers Partner with the quoting team to understand project requirements, scope, commercial considerations and execution needs Acknowledge, track and prioritize Requests for Quote (RFQs) Maintain strong communication with customers and internal stakeholders Review customer RFQs, commercial requirements and Terms & Conditions Coordinate and lead project and bid kickoff meetings, internally and externally Participate in customer and internal meetings with confidence and professionalism Lead communication and collaboration efforts for multi-business-unit pursuits Facilitate commercial negotiations with customers to achieve mutually beneficial outcomes while protecting Spartan's business interests Coordinate with Sales, Legal and Finance to support commercial negotiations while maintaining a Customer First approach Prepare and submit proposals, ensuring compliance with RFQ requirements and evaluation criteria Review and hand off Purchase Orders (POs) to the execution team in a timely manner. Prioritize and manage multiple deadlines and competing priorities Develop product, technical and documentation knowledge as it relates to the role Qualifications and Skills Minimum high school education; post-secondary education is considered an asset 3–5 years related experience, preferably in proposal coordination, bid management or contract administration Experience reviewing commercial Terms & Conditions and supporting contract discussions Strong business writing skills, with the ability to develop professional customer-facing documents Understanding of basic legal terminology, contracts, commercial risk and negotiations Excellent organizational, time management and project coordination skills Strong interpersonal and communication skills Demonstrated customer service mindset and ability to build positive working relationships. Proficiency with Microsoft Office applications, including Word, Excel, Outlook and Teams. Ability to exercise initiative, sound judgment, discretion and confidentiality Detail-oriented with strong analytical and problem-solving abilities Comfortable working in a fast-paced environment with multiple priorities and strict deadlines. Self-motivated with a strong sense of ownership and accountability Entrepreneurial work ethic Spartan recognizes that there are many ways in which candidates develop knowledge, abilities, and competencies throughout their careers. We encourage applications from candidates with a variety of backgrounds and we do consider qualifications and competencies that are equivalent to those specifically mentioned above. As part of our recruitment process, successful candidates will be required to pass a pre-employment security background check. Close Date: August 16, 2026 (11:59 pm MST) Requisition ID: 1843 IND123

The Proposal Coordinator will manage the end-to-end proposal process, including coordinating with internal stakeholders and customers to develop competitive bids. They are responsible for reviewing commercial terms, facilitating negotiations, and ensuring all proposals are submitted in compliance with project requirements.

Candidates should have 3-5 years of experience in proposal coordination, bid management, or contract administration. A high school diploma is the minimum requirement, with post-secondary education considered an asset, alongside strong business writing and analytical skills.

• Employee ownership model

• Customer servicePreferred
• Project managementPreferred

Identified from the job description. Confirm important requirements above.

• Proposal coordination
• Bid management
• Contract administration
• Commercial negotiations
• Business writing
• Project coordination
• Customer service
• Microsoft Office
• Analytical skills
• Problem-solving
• Time management
• Communication
• Risk assessment
• Contract review
• Request For Quotation (RFQ)
• Sales Support
• Industrial Automation
• Professionalism
• Accountability
• Strong Work Ethic
• Self-Motivation
• Microsoft Excel
• Automation
• Bid Management
• Business Writing
• Customer Service
• Confidentiality
• Contract Management
• Creativity
• Data Management
• Finance
• Sales
• Oil and Gas
• Innovation
• Problem Solving
• Microsoft Outlook
• Negotiation
• Operations
• Process Manufacturing
• Valves (Piping)
• Project Coordination
• Time Management
• Coordinating
• Reliability
• Prioritization
• Detail Oriented

• Sales
• Administrative
• Engineering
• Energy
• Manufacturing
• Proposal Coordinator
• Contracts Administrator
• Buyers
• Purchasing Agents, Except Wholesale, Retail, and Farm Products
• Buyers and Purchasing Agents

Minimum education

High school

Minimum experience

2+ years

Apply by

Aug 17, 2026

Posting language

English

Working hours

40 hours per week