Proposal Coordinator

Job description

Spark Power, a trusted partner in energy in North America, is seeking a highly organized and detail-oriented Proposal Coordinator to support proposal development, prequalification submissions, and commercial processes for utility and industrial electrical projects across North America. This role is an integral part of the Commercial Development and Proposals team, helping ensure customer-facing submissions and internal governance processes are accurate, organized, compliant, and completed on time. If you thrive in a deadline-driven environment, are a collaborative team player who is willing to jump in and support where needed, and take pride in producing accurate, polished work and seeing tasks through to completion — this opportunity is for you. What will you do as the Proposal Coordinator? Complete prequalification submissions for new and existing customers, coordinating information from Finance, Legal, Safety, Operations, and other internal stakeholders. Monitor the general opportunity inbox daily, reviewing and triaging new bid opportunities, public tender portal notifications, addenda, clarifications, amendments, and other communications related to active pursuits. Distribute information promptly to the appropriate internal stakeholders and ensure time-sensitive requirements are actioned. Manage and maintain company profiles and accounts within public tendering, customer prequalification, and compliance portals such as Ariba, Merx, Bids&Tenders, ISNetworld, Avetta, including ensuring opportunity notifications are appropriately directed to the general opportunity inbox. Track requirements, outstanding information, renewals, and submission deadlines to ensure accurate and timely completion. Administer Spark Power's Opportunity Governance processes in accordance with established procedures and Delegation of Authority requirements. Coordinate Go/No-Go and Proposal/Quote Review meetings, including identifying required participants and approval levels, scheduling meetings, and preparing required documentation. Track governance decisions, approvals, action items, and outstanding requirements through completion. Maintain accurate governance records and supporting documentation within CRM and established company systems. Proactively follow up with stakeholders and escalate outstanding requirements when necessary to keep reviews and approvals on schedule. Post-secondary education in Business Administration, Marketing, Communications, or a related discipline is preferred. Support Proposal Development and Submissions Support Proposal Specialists, Pursuit Teams, and Subject Matter Experts with the development and coordination of proposals, RFQs, RFPs, and other customer submissions. Assist with gathering and organizing required proposal information, supporting documentation, and contributor inputs. Draft and update non-technical content such as project experience, team resumes, and corporate qualifications. Format proposal and prequalification documents to ensure professional presentation and alignment with company standards. Review documents for completeness, accuracy, consistency, responsiveness, and compliance prior to submission. Support final document production and electronic submissions through public and private bidding portals. Maintain Proposal Content and Resources Maintain approved proposal content, project experience, resumes, templates, and other frequently requested information within SharePoint and Microsoft Teams. Maintain document integrity and version control to ensure current, approved information is used in customer-facing submissions. Support the continued standardization and improvement of proposal templates, tools, trackers, and processes. Maintain organized proposal and prequalification documentation to support efficient retrieval and reuse of information. Support Commercial Development Administration Maintain proposal, prequalification, governance, and opportunity information within established trackers, CRM, and other internal systems. Support reporting and administrative activities for the Commercial Development and Proposals team. Manage multiple concurrent assignments and deadlines, proactively communicating priorities, risks, or required support. Perform other administrative and coordination duties as required to support the effective operation of the Commercial Development and Proposals function. Spark Power Employee Benefits and Perks: Diverse customer base-including: industrial, commercial and institutional Competitive wages Excellent benefits package with flexible options and wellness spending accounts RRSP Hands-on and supportive leadership team Continuous training and skills improvement including Spark U and external training Employee referral bonus program Corporate discounts (hotels, travel, insurance, retail..) …much more Do you have the Spark? Here’s what we’re looking for: 2–4 years of experience in proposal coordination, project coordination, marketing, business administration, or a similar support role, preferably within construction, engineering, utilities, or professional services. Strong organizational and time-management skills with the ability to manage multiple assignments and competing deadlines. High attention to detail and a demonstrated commitment to accuracy and quality. Strong follow-through and accountability for assigned tasks and deadlines. Sound problem-solving skills, including the ability to identify issues, determine appropriate next steps, and escalate when required. Strong written and verbal communication skills and the ability to work effectively with stakeholders across different functions and levels of the organization. Strong proficiency in Microsoft Office Suite, Microsoft Teams, SharePoint, and Adobe Acrobat, with intermediate or better Microsoft Word formatting skills. Experience with public tendering and/or customer compliance portals such as Merx, Bids and Tenders, Ariba, ISNetworld, Avetta, or similar systems is an asset. Experience supporting proposals, RFQs, RFPs, prequalification's, or other deadline-driven customer submissions is an asset. Ability to appropriately leverage AI and digital tools to support productivity while applying independent judgement, critical thinking, and quality control. Who is Spark Power? Spark Power is the leading independent provider of end-to-end electrical services and operations and maintenance services to the industrial, utility, and renewable asset markets in North America. We work to earn the right to be our customers’ Trusted Partner in Power™. Our highly skilled and dedicated people, located in the communities we serve, combined with our knowledge of the power industry, technology expertise, and commitment to safety, ensures we deliver the right solutions that keep our customers’ operations up and running today and better equipped for tomorrow. Spark Power welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.