Proposal Coordinator

Company Overview

Qatalyst Research Group has been providing management consulting services to public, non-profit, and private sector clients across Canada for more than 30 years. We are an innovative company adopting new technologies and AI throughout our operations. Our mission is to make a meaningful difference by working with government bodies, Indigenous organizations, the non-profit sector, and private enterprises to enhance societal outcomes through strategic programs and services. We pride ourselves on delivering impactful solutions that support our clients' missions and drive positive societal change.

Position Summary

The Proposal Coordinator plays an integral role in the company’s sales success through the development of proposals in the pursuit of acquiring new projects and business opportunities. As a key member and foundational support to our progressive and high-performance team, the Proposal Coordinator collaborates with our Consulting and Research departments to create detailed written proposals in response to highly diverse and complex bid opportunities.

Key Responsibilities

Proposal Development (70%)

Administer the weekly proposal meetings
Establish priorities regarding proposals to be developed in the upcoming weeks
Administer development of proposal outlines/review the results of AI Outlining Tool for any proposals set to Bid and make changes as needed
Confirm the Consulting Lead
Participate in win strategy sessions with Consulting Leads
Allocate responsibility for proposal sections and identify Content Snippets to be used
Update/Add New Proposal Content Snippets accordingly
Assist the Consulting Lead in identifying and recruiting additional team members as requested
Ensure that all proposal team members are registered in QataLink
Work with each Consulting Lead/other team members in developing compelling and engaging content in accordance with RFP best practices, instructions, and timelines.
Assemble the proposal sections by importing/adapting Content Snippets, adding templates and incorporating materials from Consultant Leads and others
Confirm each proposal meets the requirements of the RFP
Ensure quality, format and content of a proposal are in alignment with brand standards
Submit each proposal and follow-up with clients to determine the outcome and obtain feedback
Manage the Task Manager, proposal data and status in QataLink
Setting up new projects in the QataLink and Microsoft Teams
Managing Tombstones (project summaries) information and monitoring it for updates

System Improvement (30%)

Onboard new Consulting Leads and team members regarding the proposal preparation process (develop materials to demonstrate the process and expectations regarding the materials to be provided)
Work to further standardize the process across Consulting Leads
Continuously improve the visually creative appeal of the proposals (layout, visuals and graphics), applying effective design principles and templates
Deepen understanding of various sectors, including public sector research needs, evaluation processes, economic development, and labour market research approach
Organize, maintain and improve the Content Snippet Library
Facilitate further integration of AI tools and capabilities
Maintain QataLink and SharePoint with appropriate content, templates, and documentation.
Collaborate with Marketing & Sales Coordinator, as required, to ensure accuracy of information with respect to projects, RFPs/proposals, bid sites, etc.
Other duties as required

Qualifications and Education Requirements

2-5 years relevant professional writing experience—technical, content, communications, or working with Request for Proposals (RFPs) and proposal writing experience
Post-secondary education in a relevant field such as Language, Marketing, Professional Writing, Communications, or Business Administration
Excellent professional and creative writing capabilities to effectively market services to the target audience and successfully compete in the bid
Effective communication and team collaboration skills
Exceptional time management skills
Highly developed computer skills, including Microsoft Office suite and cloud-based technology
Experience with design tools like Canva is an asset

Salary and Benefits

$60,000–$75,000 annually, commensurate with experience

Generous PTO policy, with 10 or more days depending on tenure

11 paid holidays per year

5 days of sick leave per year

Health and wellness benefits plan after the first 6 months

Hybrid work environment with flexibility for remote work

Professional development opportunities

Application Process

To apply, please submit your cover letter and resume to hr@qatalyst.ca with the subject line "Proposal Coordinator."

At Qatalyst Research Group, we are committed to fostering a respectful, diverse, inclusive, and barrier-free workplace that allows all individuals to reach their full potential. We are proud to be an equal-opportunity employer.