Proposal Coordinator

RJC Engineers•Toronto, ON

11h•CA$60,000 - CA$65,000•Onsite

About The Position

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. This role involves supporting the engineering staff with various marketing and administrative tasks, including market research, proposal preparation, prequalification registration, general promotion, and coordinating advertising and events.

Requirements

Degree or Diploma in Marketing, Communications, or related field.
Minimum 1-2 years of related experience.
Working proficiency in MS Office Suite (all programs).
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.

Nice To Haves

Familiarity with the consulting engineering and architectural industry would be an asset.
Experience with Microsoft Dynamics CRM a definite asset.
Working proficiency in French an asset.
Experience with Adobe Creative Suite (InDesign, Illustrator & Photoshop) would be considered an asset.

Responsibilities

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 the management group.
Lead tracking – long-term leads, upcoming proposals, deadlines, follow-ups.
Provide administrative support.
Update prospects list.
Develop high-quality graphics for proposals.
Prepare and manage proposals with the 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 inputting pursuits into the CRM system.
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.
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.
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.