Proposal Coordinator

Job description

About PSD Citywide Ready to make a real impact on communities across North America? PSD Citywide isn’t just a software company; we’re transforming how Local, First Nations, and Regional Governments achieve success and build sustainable futures for their communities. As a recognized leader in Enterprise Asset Management, maintenance management, and planning solutions, we provide cutting-edge software and expert advisory services that improve infrastructure and public services. Why join us? We are a "Fun-clusive" organization! This means we intentionally foster a supportive and engaging culture where your contributions are celebrated, your skills are rewarded, and your career growth is encouraged. Ready to influence change? Bring your expertise in technology and data to our team and directly shape how local governments improve service delivery. Job Description The Proposal Coordinator is responsible for drafting and submitting responses to Public Sector Tenders (RFP, RFQ, EOI, etc.) relating to PSD software and services. They routinely monitor tender websites (Bids&Tenders, Biddingo, BCBid, Merx, etc.) for opportunities and forward them to Account Managers. The RFP process is often the first step in securing new business opportunities and cascades down to other departments within PSD Citywide (DA Team, Roadmap Team, Implementation Teams, etc.). Success hinges on time management, communication, critical reading/comprehension, and understanding of PSD products and services. The Proposal Coordinator must have impeccable time management and be deadline driven. This is a full-time Hybrid role based in London, Ontario. Responsibilities & Duties Develop and maintain proposal milestones and schedules by issuing and reviewing briefings, response plans, kickoff meetings and due dates and generating Gantt Charts. Utilize and further integrate project management processes and methodologies within the role, such as Project and Development Life Cycle, Change Management and Scope Management. Update RFP tracker and Salesforce with opportunities and significant dates and documents. Track tenders which are out of scope to create a list of potential products and services that could be developed by PSD Citywide. Monitor tender websites daily for new opportunities and forward relevant opportunities to their respective Account Manager. Develop comprehension and descriptions for PSD Citywide products, asset management plans, and roadmaps so that prospective clients fully understand PSD Citywide products and service offerings. Communicate with other teams to gather necessary information, coordinating the RFP response to establish needs, due dates, signatures, development of new components and submission. Develop shared directories and processes for Request for Proposal information exchange and dispersion. Develop and manage past performance citations, resumes and proposal reuse materials’ libraries and software functionality database. Lead proposal response for RFP, RFQ, award submittals and roster application responses. Develop proposals and presentations to deliver materials meeting RFP requirements, quality standards and overall strategy. Develop and execute consistent company identity through document templates, letterhead and logo usage. Draft proposal portions such as introduction, overview, project approach and cover letter. Ensure timely communication of responses, providing buffer time to prevent delivery issues, communicate and report delivery in RFP tracker. Qualifications Bachelor's Degree in Business Management, Political Science, or related field. 1-3 years professional experience in a similar role. Excellent writing skills, attention to detail, and proof-reading ability to ensure proposals flow seamlessly. Experience writing long form documents is an asset. Previous experience with legal and contract drafting with a focus on the public sector industry (Federal, provincial, municipal etc.) is an asset. Firm understanding of project management processes, such as Initiating, Planning, Executing, Monitoring & Controlling and Closing projects. Extensive knowledge of the Canadian public sector, previous experience working in/with the public sector, and experience with policy analysis. Ability to conduct research to leverage PSD Citywide's expertise when completing proposals. Continuously improving knowledge and understanding of PSD products/services to serve as a subject matter expert when completing proposals. Ability to work with various software including Word, Excel, Salesforce, Kantata, Citywide modules, and Smartsheets, etc. Professional self-starter with a commitment to constantly upgrade skills through continuous learning. Deadline driven individual and being able to collaborate with team members with professionalism and tact. Proficient with Google suite, MailChimp, GoToWebinar. Advance skills with MS Word, Excel and Smartsheet. Candidate Journey Resume Review: Once you apply, an actual person will review your resume and we are committed to getting back to you within three weeks with a response. Phone Interview: PSD’s People and Culture team will connect with you to learn about your experience and discuss the role further. They’ll also give you an understanding of what the interview process involves, along with an estimated timeline. Virtual Interview: Depending on the position, there will be one or two interviews with the Hiring Team that will include questions related to your skills, work experience, values and goals. We provide the opportunity to meet with a wide range of staff members so you can learn more about life at PSD Citywide. Offer/Feedback: The Hiring Team will debrief and make a decision within a few days of your final interview. If successful, your Recruiter will present you with a verbal offer, followed by a formal offer letter via email. If the timing was not right for this particular opportunity, we will connect with you and provide feedback. PSD Citywide is committed to ensuring equal access and participation for people with disabilities. We believe in integration, and we are committed to meeting the needs of people with disabilities in a timely manner. We will do so by removing and preventing barriers to accessibility. We are committed to accommodating people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process. Should you require any accommodation, please indicate this when you apply, and we will work with you to meet your accessibility needs. PSD Citywide may use Google Gemini to assist with recruitment note taking during the hiring process. While we incorporate select AI features to enhance process efficiency, we remain committed to human-led decision making. All AI-generated outputs are subject to human review to ensure accuracy and fairness.