Bid Coordinator/Specialist

Toronto, Ontario, Canada
Remote
Posted Oct 9, 2026
1 position

Opens an external site

Employment type: Full-time
Experience level: Mid-level · 2+ years
Posting language: English
Working hours: 40 hours per week

Job summary

The Bid Coordinator will support proposal managers by drafting, editing, and coordinating high-quality client proposals and RFP responses. They are responsible for maintaining proposal timelines, managing content libraries, and ensuring all submissions are accurate and compliant.

Job details

Company Description Join the leader in global work. Vialto helps leading organizations identify, develop, and execute their workforce priorities with confidence. Our practice areas include global tax, immigration, rewards, advisory and Vialto private, and our team is the gold standard in navigating the complexities of cross-border compliance, and workforce strategies. We look for people our clients and assignees can count on to thoughtfully deliver clear solutions to complex problems. To be the best in the business, we cultivate a dynamic, highly collaborative culture that fuels the growth of our people. We invite you to inquire boldly, learn deeply, and grow endlessly with us. You’ll work alongside recognized experts, shaping people-first, technology-driven solutions that drive the future of work. We help our clients achieve their goals and imagine new possibilities. And we can do the same for you. Whatever your aspirations, Vialto can help you find your way. Job Description As a Proposal Specialist you will support Pursuit Strategists and Proposal Managers in developing, coordinating, and delivering high-quality client proposals across strategic and competitive pursuits. You will serve as a key contributor across coordination and content development; ensuring every submission is client-focused and aligned with our firm’s services and value proposition. This role requires strong writing and editing capability, disciplined follow-through, and effective collaboration with subject matter experts (SMEs), delivery leaders, and commercial teams. The role is delivery-oriented ensuring proposals are accurate, compliant, well-written, and submitted on time. Responsibilities include but are not limited to: Daily Core Activities Support Proposal Managers by reviewing new RFPs/proposal requests and breaking down requirements, deadlines and deliverables Draft and tailor proposal content, including executive summaries, service overviews, methodologies, bios, and case studies, using content libraries and templated assets. Edit and refine inputs from subject matter experts (SMEs) to ensure clarity, consistency, and client ready language Apply proposal writing best practices to improve structure, readability, and responsiveness to client requirements Load RFPs and proposal materials into the proposal automation platform and ensure projects are set up correctly Maintain proposal timelines, task assignments, and status updates within the proposal tool Coordinate day-to-day proposal activity, tracking inputs, sending reminders, and managing follow-ups Create and maintain shared working folders and ensure documents are accurately version controlled Support collaboration across contributors by managing working drafts and consolidating inputs Additional Responsibilities (Weekly/Ad Hoc) Support proposal kick-off sessions, check-in meetings, and oral prep calls by preparing materials, documenting actions, and tracking follow-ups Perform compliance and completeness checks against RFP instructions prior to review and submission Support proposal submission activities, including uploads to client portals where required Assist with post-submission administration, including archiving materials and updating proposal records Identify recurring content and process issues and escalate to the Proposal Manager or Content Manager Qualifications 2+ years’ experience in proposal writing, editing and bid support in a professional services, consulting, or B2B environment Excellent written English, with the ability to edit, simplify, and tailor content to different client audiences High attention to detail and strong document management skills Familiarity with proposal structures, formal RFP responses, and portals like Ariba, Jaggaer, or SAP Proficient in MS Word, PowerPoint, Adobe, and document formatting best practices Experience using tools like Loopio, Responsive, and SharePoint Proficient using AI in day-to-day work, especially Copilot and Claude Key Attributes for Success Execution focused with a strong sense of ownership for assigned tasks Meticulous attention to detail with a focus on quality Able to work to direction and deliver consistently under time pressure Strong interpersonal communication skills Ability to prioritize and handle multiple tasks simultaneously Why This Role? Play a pivotal role in winning new business for a fast-growing global services firm. Work closely with leadership and experts on high-impact, global opportunities. Develop deep expertise in proposal writing and editing within a growing proposal environment. Opportunities for advancement into senior pursuits, bid strategy, or commercial operations roles. We are an equal opportunity employer that does not discriminate on the basis of any legally protected status.

What you’ll do

Requirements

Candidates must have at least 2 years of experience in proposal writing or bid support within a professional services or B2B environment. Proficiency in proposal automation tools, document management software, and AI tools like Copilot and Claude is required.