Proposal Coordinator

Candidate Profile
The Marketing Coordinator supports the engineering staff as an integral member of the Toronto Building Science and Restoration Team, and reports to the Regional Marketing Specialist and the Office Services Manager.

Key Responsibilities
Duties include, but are not limited to:

Market Research:

Monitor websites: Ontario government, Merx, Biddingo, Buy and Sell, City of Toronto, GTA cities, Southern Ontario Cities, Maritimes, etc. for potential opportunities and update RJC information in various government databases
Send out potential leads to management group.
Lead tracking – long-term leads, upcoming proposals, deadlines, follow-ups.

General Administration Assistance

Administrative support
Update prospects list.
Develop high quality graphics for proposals.

Project Proposals
Prepare and manage proposals with most effective use of senior engineers’ time.
Comb through all requirements set out in RFP and ensure all components are included in proposal submission.
Liaise with other Proposal Coordinators to ensure proper format of information is submitted.
Assist with packaging, binding and submittal of proposals as per RFP outline.
Writing, editing, proofreading of proposals
Prepare relevant project descriptions (coordinate with Project Engineers).
Proposal status table / project forecasting – track successful and unsuccessful proposals in attempt to improve chances in future of securing jobs.
Assist with packaging, building and submittal of proposals
Assist with inputting pursuits into the CRM system.

Prequalification Registration

Update RJC information in various government databases (via the web): City of Toronto, SELECT (Federal Government), Buy and Sell, Ontario government, larger cities and municipalities east of Manitoba border etc.

General Promo

Organize and prepare marketing resources (work with engineers to do project write-ups, project descriptions, photos, resumes etc.) so that material is up-to-date, organized and user-friendly for preparation of proposals.
Maintain project database – write descriptions, compile data, update photos, update project information as it changes/evolves.
Coordinate the creation and update of resumes (Principals, Associates and Project Engineers).
Coordinate Desktop publishing and graphic layout (InDesign, Illustrator, PowerPoint, etc.).
Coordinate/edit/proofread brochure pages and liaise with Project Engineers for write-ups.
Forward approved brochure pages to Corporate Services Group for upload to website.
Provide input on promotional material needs.
Compile/layout award submissions according to requirements (schedule and coordinate, track down photos, assist with wording, coordinate graphics).
Ensure all brand guidelines are followed graphically for all promotional material.
Assist in coordinating the client party invitations and boards.
Send award updates to Corporate Services Group to update website.
Prepare and Coordinate promotional materials for conferences, (e)mailers, surveys etc.
Tailor promotional packages.

Advertising/BD Events/Fundraisers/Company Newsletter

Coordinate and organize participation in industry tradeshows and conferences.
Coordinate advertising including; creating ads, media liaison, booking space, proofing ad layout.
Coordinate donations/gifts to various client events/fundraisers (i.e. golf tournaments).
Assist Toronto office with articles and information for the newsletter.

Professional Qualifications
EDUCATION

Degree or Diploma in Marketing, Communications, or related field.
EXPERIENCE

Minimum 1-2 years of related experience
Familiarity with the consulting engineering and architectural industry would be an asset
Experience with Microsoft Dynamics CRM a definite asset.
SKILLS

Working proficiency in French an asset
Working proficiency in MS Office Suite (all programs). Experience with Adobe Creative Suite (InDesign, Illustrator & Photoshop) would be considered an asset
Excellent communication, writing, editing, and proofreading skills
Exceptional organizational, time-management, and project management skills
Ability to self-manage project assignments from start to finish with minimal oversight
Ability to handle stressful situations with professionalism and composure
Committed to providing exceptional client service
Able to interact professionally with all levels of business personnel and build strong working relationships.
Ability to adapt to changes in workload.