Proposal Coordinator

Hatch•Mississauga, ON

4d•Hybrid

About The Position

Hatch is seeking a dynamic and highly motivated Proposal Coordinator to join their global Client Action Team (CAT), supporting sales efforts in North America. The role is based in Mississauga and will play a key role in shaping and supporting the proposal team’s goal of producing winning submissions. The Proposal Coordinator will manage the administrative side of proposal development, including maintaining the SharePoint site, creating custom templates, coordinating inputs/reviews, and overseeing final production. The global team is experienced in business development, marketing and pursuit management, engineering, and project management, with a singular goal of helping Hatch teams be more successful in their winning work efforts.

Requirements

A diploma or degree in Business, Communications, Marketing, or equivalent experience.
2+ years of proposal development experience, including at least 1 year of experience as a proposal coordinator.
Exceptional writing skills with a keen eye for grammar, clarity, and consistency in editing and proofreading.
Excellent organizational and time management skills.
Proven ability to work under pressure and manage multiple deadlines.
High attention to detail and a strong commitment to quality.
A collaborative mindset and the ability to thrive in a team environment.
Advanced proficiency in Microsoft Office suite.

Nice To Haves

Familiarity with SharePoint, Adobe Creative Cloud (InDesign, Photoshop, and Illustrator), and CRM tools (an asset).
Working knowledge of the engineering, procurement, and construction management consulting industry (highly desirable).

Responsibilities

Support the Pursuit Manager and Proposal Process Lead in organizing proposal kick-off meetings and co-facilitating ongoing proposal coordination meetings.
Develop proposal outlines, draft standard content, format documents, and manage final assembly and submission.
Facilitate internal reviews and ensure compliance with RFP requirements by providing an additional layer of quality control.
Coordinate technical inputs and update/customize CVs, bios, project descriptions, and other proposal content.
Track progress against the proposal schedule and follow up with contributors to ensure deadlines are met.
Manage and maintain proposal files and databases using appropriate information management systems (e.g., SharePoint).
Collaborate with the graphics team to develop tailored visual content.
Support post-submission activities, including clarifications and additional documentation.
Maintain and update libraries of supporting materials, including CVs, project sheets, images, and testimonials.