Proposal Coordinator

PTAG is a Project Management Advisory & Services firm, which is recognized in the industry by Project & Construction Management Industry think-tanks, innovative service delivery partners and world leading industrial clients.  We are looking for a Proposal Coordinator to help us expand our presence with our clients. We seek Project Professionals who will align with our corporate mission, vision & values:

Our mission is to help our clients ensure successful delivery and efficient operation of their major capital projects. Our goal is to employ innovation and strategic thinking by capital project subject matter experts to deliver optimum project results.
PTAG’s vision is to help our clients become global leaders in the selection, planning, and execution of their capital and sustaining projects.
Our values include:

• Safety: The safety of our employees, suppliers and clients is our top priority
• Collaboration: Creating true partnerships with our clients and service providers
• Leadership: Improving project performance through the application of best practices
• Accountability: Being accountable to our clients for every aspect of an engagement
• Client Satisfaction: Delivering 100% client satisfaction on every project
• Integrity: Open and clear communication in every aspect of our business

Location: Markham, ON

Type of Employment: Fulltime

Role & Responsibilities:
Proposal development and management

• Reads and understands RFP requirements
• Assists in the development of proposals, bids, and RFP responses by coordinating with internal teams to ensure documents are compliant.
• Monitors bidding websites for potential opportunities and communicates relevant opportunities to the proposal team.
• Supports the proposal process by organizing meetings, tracking deliverables, and ensuring timely submission of all proposal components.
• Collaborate with subject matter experts to gather necessary information and ensure content is complete and accurate.
• Prepare written and graphical elements of proposal documents, including formatting
• Coordinate production and submission of proposals, ensuring all requirements and deadlines are met.
• Assist with the packaging of the proposal content and further ensure the quality of the written content (i.e., formatting, spelling, grammar, etc.)  and overall presentation
• Reviews and ensures the proposals are correctly formatted
• Assists with maintaining a register to track clarifications during bid and post-bid
• Supports sales and projects teams in the proposal process by:
• Tracking the progress of deliverables
• Setting up draft documents using existing templates
• Ensuring correct formatting of the proposal

Proposal Strategy and Content Management

• Assists in the review and analysis of RFP outcomes to identify areas for improvement and recommend enhancements to processes.
• Helps to maintain a central repository for proposal content
• Support the continuous improvement of proposal management tools and procedures
• Takes and shares notes during any proposal discussions on lessons learned
• Understands the content management filing and coding structure, ensuring the files are correctly labelled and organized
• Updates Bullhorn with PTAG profiles after proposal submission
• Assists with registering PTAG for vendor portals identified by the sales team

Reporting:

• Maintains and updates proposal tracking systems
• Provides regular reports on proposal activities and outcomes

Qualifications / Requirements:

• Post-secondary education, such as a college diploma or university degree, with experience in proposal coordination or a related field and 1-3 years of experience.
• Basic knowledge of public procurement and vendor portal domains (e.g., SAP, MERX, Bids & Tenders).
• Experience supporting the preparation of proposals for advisory, engineering, construction, or project management services.
• Proficiency with Microsoft Office Suite, including SharePoint, Word, Excel, and Outlook.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and meet tight deadlines.
• Excellent communication skills, both verbal and written.

PTAG is growing and seeking project professionals who want to join a fast paced, innovative, and team-oriented company. PTAG provides industry competitive salaries and a comprehensive benefits package including an employee share purchase plan. PTAG provides an environment to develop and grow professionally and personally.