Proposal Lead

Swish Group of Companies•Peterborough, ON

17h•CA$60,000•Hybrid

About The Position

The Proposal Lead plays a crucial role in Swish’s business development by organizing, coordinating, and preparing bids and tenders to secure new business through compelling written submissions. This position requires strong deadline management skills and the ability to interpret and articulate complex instructions, contracts, and business documents clearly. The Proposal Lead guides team members in prioritizing and executing necessary next steps to ensure timely and compliant submissions. Leveraging sales experience, this role customizes proposals to align with both submission requirements and customer appeal. Working closely with Branch General Managers and key stakeholders, the Proposal Lead ensures all submission elements—accuracy, capabilities, and brand alignment—are fully met per each bid or tender’s specifications.

Requirements

Bachelor's degree in business administration, marketing, communications, or a related field, or equivalent experience.
Proven experience in bid coordination, proposal writing, project management, or business development, preferably in the janitorial or facility maintenance industry.
Strong project management skills with the ability to manage multiple bids concurrently and meet tight deadlines.
Excellent written and verbal communication skills, a keen eye for detail and accuracy.
Proficiency in Microsoft Office Suite and bid management software.
Analytical mindset with the ability to conduct research, analyze data, and synthesize insights.
Strong interpersonal skills and the ability to collaborate effectively across departments.
Knowledge of procurement processes, contract management, and legal requirements is desirable.
Experience managing assigned tasks and priorities with key stakeholders to ensure timelines can be achieved.

Responsibilities

Lead the full bid process: identify opportunities, review requirements, and develop timelines and action plans.
Deliver compliant, professional proposals within customer-defined deadlines.
Coordinate input from Sales, Marketing, Pricing, Operations, and Finance teams to gather information for submissions.
Write, edit, and format bid documents ensuring clarity, coherence, and compliance with RFP requirements.
Maintain a comprehensive bid document database including templates, past proposals, marketing materials, and pricing.
Ensure accuracy and consistency across all bid materials.
Consolidate contributions from team members into final tender formats.
Manage and maintain backup master document sets.
Provide creative, unique, brand-aligned responses serving as the “voice of Swish.”
Continuously review and improve RFP processes and share industry insights and trends across the organization.
Research customer businesses to customize specific points and emphasize the customer’s priorities.
Monitor and utilize tender websites for any potential business within the Swish portfolio.
Build and maintain a list of publications/websites to monitor for potential leads.
Identify industry trends, customer needs, and competitor strategies used when a Bid or Tender is Lost.
Utilize insights to tailor bid proposals and differentiate Swish from competitors.
Proactively identify opportunities for process improvement and efficiency gains in the bid management process. Implement best practices and standard methodologies to enhance the effectiveness and competitiveness of bids.
Build and maintain positive relationships with key stakeholders, including potential clients, partners, and subcontractors.
Communicate effectively to gather information, address inquiries, and resolve issues throughout the bid process.
Review and quality-check bid documents to ensure accuracy, completeness, and alignment with company branding formatting and quality standards. Seek feedback from internal teams and incorporate revisions as needed.
Ensure all bid submissions comply with legal and regulatory requirements, including terms and conditions, certifications, and procurement guidelines.