Proposal Coordinator

Job description

VERSATILITY. EXPERTISE. With these two words, Vertex makes the promise that we will always be versatile in developing solutions to our clients’ unique needs and that we will always demonstrate expertise in our designated fields. Vertex is a leading North American provider of environmental services, assisting clients in achieving their development goals through our versatile suite of services. From the initial site selection, consultation and regulatory approval, through the construction, operation and maintenance phases, to conclusion and environmental cleanup, Vertex offers a diverse range of services throughout the life cycle of our clients’ projects. OVERVIEW Vertex is currently accepting applications for one full-time, permanent Proposal Coordinator to support our Business Development team in the preparation, editing, and coordination of proposals, bids, qualification packages, and technical reports. This posting is open to candidates across a range of experience — from recent graduates to seasoned proposal professionals. The level of the role and starting responsibilities will be tailored to the successful candidate’s background and demonstrated skills. CANDIDATE QUALIFICATIONS Diploma or degree in Business, Marketing, Communications, English, Science, Office Administration, or a related field; recent graduates are encouraged to apply, and equivalent experience will be considered. 0–5 years of experience in proposal coordination, technical writing, business development, marketing, or a related role — the level of hire will match the successful candidate’s experience. Exceptional written and verbal communication skills, with strong editing and proofreading ability. Comfortable with, or eager to learn, AI tools and other technology platforms to support proposal work. Proficiency with Microsoft Office (Word, PowerPoint, Excel, Outlook). Strong attention to detail, time management, and the ability to manage multiple deadlines at once. Ability to work independently and collaboratively, and to gather information from busy subject matter experts. Environmental, engineering, oil & gas, or infrastructure experience in Western Canada is an asset. Experience with document management, CRM, or proposal management systems is an asset. CORE COMPETENCIES Proposal and project coordination Writing, editing, and proofreading Deadline and time management Stakeholder coordination Attention to detail and organization Adaptability to new technology, including AI tools Problem solving and initiative Professional judgment and discretion KEY RESPONSIBILITIES Coordinate the end-to-end proposal process — timelines, deliverables, reviews, approvals, and submissions — for RFPs, RFQs, EOIs, and other solicitations. Review solicitation documents to identify requirements, deadlines, evaluation criteria, and submission procedures. Develop and maintain proposal schedules, compliance matrices, action-item trackers, and submission checklists. Lead or coordinate development of proposal components, including Statements of Qualifications (SOQs), technical resumes, project examples/case studies, biographies, budgets and estimate templates, and scheduling tools. Draft, edit, format, and proofread proposal content, working with subject matter experts and project managers to gather accurate, timely input. Partner with the corporate marketing team to incorporate messaging, project descriptions, and supporting materials, and to develop marketing tools by industry and service line. Coordinate auxiliary resources (diagrams, GIS graphics, interactive materials) with other specialists as needed. Use AI tools and other current technology platforms to enhance and streamline proposal creation. Contribute to go/no-go evaluation of RFP/RFQ opportunities to help prioritize business development effort. Coordinate internal reviews, incorporate feedback, and maintain version control. Support the development and upkeep of proposal content libraries, templates, resumes, and other reusable materials. Assist with proposal presentations, interview prep, and related business development activities. Provide general administrative support to the Business Development team. Identify and recommend improvements to proposal processes, templates, and tools. Maintain confidentiality of sensitive company and client information. LOCATION This position is based out of our Sherwood Park, AB office. WHAT WE OFFER Competitive compensation, commensurate with education and experience A comprehensive benefits package Opportunities for professional growth — from entry-level through senior proposal roles A collaborative and supportive team environment Exposure to a variety of projects, clients, and industries APPLY NOW With a track record of success, Vertex provides a fast-paced environment where people thrive. We recognize that each member brings a valuable skill set to the Vertex team and we make health, safety and community well-being a priority by supporting numerous endeavors at each of our locations across North America. At Vertex, we value teamwork through collaboration and provide support across the entire organization. * We would like to thank all applicants for their interest in this position, however only those selected for interviews will be contacted*