Proposal Specialist

Role:
Proposal Specialist

Location:
Toronto, Ontario

Job Type: Hybrid – WFH + In Office

Smith + Andersen is a trusted, Canadian, multi‑disciplinary engineering firm with ten offices in five provinces and approximately 700 employees. Our Toronto office has approximately 250 employees with a national shared services team (Accounting, Business and Proposals, Human Resources, IT, Legal, Marketing and Communications, and Operations) supporting all ten regional offices.

At Smith + Andersen our employees contribute to some of the most sustainable building design projects in Canada. The work we do has meaningful impact on the community by contributing to landmark projects such as hospitals, transit stations, parks, federal and provincial government buildings and post‑secondary institutions.

Our values drive and define everything we do, demonstrating a deep commitment to sustainability, mentorship and quality work that spans nearly six decades in business. We are proud to have been certified as a Great Place to Work™ and selected as one of Canada’s Best Workplaces™ for the highly collaborative culture we’ve built and for empowering employees to do great work!

The Toronto office of Smith + Andersen is currently seeking a Proposal Specialist to create winning proposal submissions. Our ideal candidate will flourish in a role where having solid communication skills and being detail‑oriented is key. The successful candidate will be responsible for writing and preparing responses to complex proposals. With strong research skills, you will collect and analyze information from RFPs, RFQs and internal subject‑matter experts.

As an exemplary team player that can multi‑task, you will collaborate with sub‑consultant teams, obtain approvals and submit the proposal and supporting documents to the client.

In addition to an exciting career filled with meaningful work, we offer:

• Flexible hours and half day Fridays (all year round)
• Comprehensive Group Health Benefits Program, including a Health Spending Account
• Group Retirement Savings Plan (Employer and Employee Contributions)
• Employee Share Ownership Program (ESOP)
• Purchase Time Off Program (PTO)
• Transit Subsidy Program
• Wide variety of community and social events
• Great Place to Work-Certified™
• Canada’s Best Workplaces™ in Ontario
• Best Workplaces for Mental Wellness™

• Responsible for reviewing and interpreting RFP and RFQ documents and determining requirements for successful proposal submission.
• Coordinate proposal kick‑off meetings to determine deliverables and deadlines as required. Liaise as required with client contact regarding proposal deliverables.
• Collaborate with leadership team on complex proposals to determine if there are sub‑consultant requirements and plan accordingly.
• Conduct research, collect information, and attend meetings (as required) for each specific proposal.
• Write, proofread, edit and format proposal content which may include adapting existing content, boiler plates (in consultation with proposal manager) to ensure a cohesive proposal. Ensure each proposal submission is submitted within the established deadline.
• Collaborate with leaders for technical content that showcases company experience. Organize all technical written content supplied by leaders. Solicit feedback on proposal content and where required revise proposal descriptions.
• Check proposal drafts for consistency, clarity and appropriateness of the content and ensure final document is free of typos, grammatical and spelling mistakes.
• Responsible for identifying and summarizing bid opportunities (RFI, RFQ and RFP) and communicating to leadership team for further discussion and actioning.
• Collaborate with Marketing and Communications team for graphics/visuals for proposal submissions when required.
• Assist in maintaining proposal resources including database of supporting material such as boilerplate content, executive summaries and project descriptions.
• Liaise with proposal team members to obtain and exchange information as required.
• Update internal database with proposal details.
• Collaborate with the team to offer suggestions to improve…