Proposal Coordinator

The Proposal Coordinator role within the North American Construction Group (NACG) Estimating Department is a key position supporting the pre‑construction phase of major heavy civil projects. As part of the Estimating team, the Proposal Coordinator is responsible for compliance, organization, document control, communication, and submission management, while also supporting critical internal functions of the department.

The successful candidate will be a highly organized and detail‑oriented professional responsible for coordinating estimating department activities, including but not limited to.

• Maintaining and updating the master RFP/Tender log.
• Managing the department schedule and calendar, including estimator assignments and bid milestones.
• Liaising with internal departments such as Finance, Quality, Safety, and Operations to gather required information for bid submissions.
• Tracking and maintaining the third‑party vendor and subcontractor database.
• Compiling and organizing input from estimating leads and supporting departments to develop complete bid submissions.
• Reviewing, editing, and formatting documents to ensure accuracy, consistency, and professional presentation.
• Coordinating the final assembly and timely submission of proposals through client portals or other submission platforms.

This role is integral to ensuring that NACG’s proposals are accurate, compliant, and professionally delivered.

• Monitor bid portals to identify new opportunities aligned with the organization’s core markets and strategic objectives.
• Download, organize, and maintain RFP documents, addenda, and drawings in a structured and accessible format.
• Maintain accurate bid logs and proactively track submission deadlines and key milestones.
• Coordinate and facilitate internal bid kick‑off meetings.
• Develop proposal templates and format submission documents to ensure full compliance with client requirements.
• Prepare compliance matrices to confirm all RFP criteria are addressed.
• Track and manage required forms, bonding, insurance certificates, and corporate certifications.
• Maintain document control, including version management and distribution protocols.
• Collect and coordinate technical input from Estimating, Operations, Safety, and senior management.
• Compile corporate qualifications, including project profiles, resumes, and experience summaries.
• Edit and proofread submissions to ensure clarity, consistency, and professional quality.
• Assemble complete proposal packages, including both technical and commercial components.
• Manage proposal schedules and internal deliverable timelines.
• Coordinate and execute timely submissions through electronic portals or physical delivery, as required.
• Archive completed submissions and maintain the proposal library for future reference.
• Support client interview preparation and presentation material development.
• Participate in bid review and client meetings, recording and distributing meeting minutes to key stakeholders.

• Administer and maintain the Estimating Department’s cloud‑based database and SharePoint platform, as well as other related databases and matrices.
• Manage estimating and bid portal accounts, ensuring access, compliance, and up‑to‑date information.
• Edit, proofread, and compile both commercial and technical bid documentation to a high professional standard.
• Maintain and update Estimating Department schedules, calendars, and assignment trackers.
• Liaise with internal departments to gather, coordinate, and compile relevant information required for bid submissions.
• Timely submission of bid proposals.

• 3-5 years of experience in administrative, document management, or office management roles, preferably within estimating or construction operations.
• Previous experience as an Estimating Administrator or Proposal Coordinator is considered an asset.
• Proficient in Microsoft Office Suite, SharePoint cloud platforms, and PDF editing software.
• Experience with public and private bid portals, including MERX, Ivalua, SAP Ariba, and Alberta Purchasing Connection, is an asset.
• Diploma in Office Administration, Business Administration, or a related technical diploma.
• Adva…