Proposal Coordinator

Overview

PSD Citywide is a pioneering organization dedicated to transforming how Local, First Nations, and Regional Governments across North America succeed and create sustainable futures. As a leader in Enterprise Asset Management and planning solutions, the company offers innovative software and advisory services aimed at enhancing public infrastructure and services. The company culture, described as "Fun-clusive," fosters an inclusive and supportive environment where employee contributions are valued, skills are rewarded, and professional growth is encouraged. This role offers an opportunity to directly influence service delivery improvements in local governments.

Job Role

The Proposal Coordinator is tasked with crafting and submitting responses to Public Sector tenders such as RFPs, RFQs, and EOIs related to PSD software and services. Responsibilities include monitoring various tender portals daily, coordinating with account managers and internal teams, managing timelines, and ensuring high-quality submissions. A strong understanding of PSD's offerings, outstanding time management skills, and effective communication are essential for success. This position is a full-time role based in London, Ontario, with a hybrid work model.

Key Responsibilities

• Create and oversee proposal timelines, including organizing briefings, response strategies, meetings, due dates, and Gantt charts.
• Incorporate project management methodologies such as Development Life Cycle, Change Management, and Scope Management in proposal coordination.
• Maintain and update RFP tracker and Salesforce with relevant opportunities, deadlines, and documentation.
• Identify out-of-scope tenders to explore potential product and service development avenues for PSD Citywide.
• Monitor tender platforms daily and distribute relevant opportunities to the appropriate account managers.
• Develop detailed descriptions and summaries of PSD’s products, asset management plans, and roadmaps to ensure prospective clients fully understand offerings.
• Collaborate cross-functionally to gather necessary information for proposals, coordinate responses, manage submission deadlines, and ensure all signatures and new component developments are completed.
• Establish shared directories and standardized processes for exchanging proposal information efficiently.
• Manage libraries of past performance examples, resumes, reusable proposal materials, and software functionality data.
• Lead the response process for proposals, quotations, award submissions, and roster applications.
• Prepare proposals and presentations that meet quality standards, comply with RFP requirements, and align with overall strategies.
• Ensure consistent company branding through document templates, letterheads, and logo usage.
• Draft essential proposal components including introductions, overviews, project approaches, and cover letters.
• Communicate submission timelines proactively to avoid delivery issues and update tracking systems accordingly.

Qualifications & Skills

• Bachelor’s degree in Business Management, Political Science, or a related discipline.
• Between 1 to 3 years of relevant professional experience in a similar capacity.
• Exceptional writing, proofreading, and attention to detail, with experience in drafting long documents regarded as an advantage.
• Background in legal and contract drafting focused on public sector clients is beneficial.
• Strong grasp of project management principles including Initiating, Planning, Executing, Monitoring & Controlling, and Closing phases.
• In-depth understanding of the Canadian public sector, including experience working with federal, provincial, and municipal agencies, plus policy analysis expertise.
• Proficient in conducting research to leverage PSD’s expertise for proposal development.
• Ongoing commitment to enhancing knowledge of PSD products and services to act as a subject matter expert during proposal preparation.
• Competency with software tools such as Microsoft Word, Excel, Salesforce, Kantata, Citywide modules, Smartsheets, Google Suite, MailChimp, and GoToWebinar.
• A self-motivated professional dedicated to continuous professional growth through learning.
• Deadline-focused with strong interpersonal skills to work collaboratively with various teams respectfully and tactfully.
• Advanced proficiency particularly in MS Word, Excel, and Smartsheet applications.

Candidate Selection Process

• Resume evaluation followed by contact within three weeks.
• Initial phone interview by People and Culture team to discuss experience and the hiring process.
• One or two virtual interviews with the hiring team covering skills, values, and work experience.
• Opportunity to meet different staff members to understand company culture.
• Debrief and decision within a few days post final interview with either a verbal and formal offer or candidate feedback.

Equal Opportunity & Accessibility

PSD Citywide is committed to equitable access and inclusivity. The organization provides accommodations for candidates with disabilities throughout the recruitment and selection process upon request. Integrative measures are in place to eliminate barriers and support timely accommodation responses.

Use of AI Tools

The company employs Google Gemini to assist with note-taking during recruitment. While AI supports efficiency, hiring decisions remain human-led with AI outputs subjected to human review to ensure fairness and accuracy.