Proposal Coordinator

Title- Proposal Coordinator 

Location- Toronto, Canada 

General Accountability and Summary

Reporting directly to the VP Corporate Development, this role will appeal to a collaborative individual, with a broad interest in and exposure to various aspects of project planning and business development in the mining sector.  The individual will be motivated to play a role in taking TMG through its next phase of growth and development.  The Proposal Coordinator is responsible for various project and business development functions related to TMG’s global sales and marketing efforts.

Key Responsibilities

• Lead Proposal Development: Coordinate and manage the preparation of high-quality proposals for infrastructure projects, ensuring compliance with client requirements and deadlines.
• RFP Analysis: Review and interpret Requests for Proposals (RFPs), RFQs, and tender documents to identify key deliverables, evaluation criteria, and submission requirements.
• Responsible for corporate proposal development, including timely review of the customer’s Requests for Quotation (RFQs) and distribution of specifications to relevant parties for their input.
• Content Management: Develop, edit, and organize technical and non-technical content, collaborating with subject matter experts (SMEs) and engineering teams to produce compelling narratives.
• Proposal Strategy: Work with business development and technical teams to define win themes, differentiators, and proposal strategies aligned with client needs and company capabilities.
• Graphics & Layout Coordination: Oversee proposal formatting, graphics integration, and compliance with branding guidelines to ensure a professional and visually appealing submission.
• Utilize TMG’s Client Relationship Management (CRM) system (Salesforce) for documentation and reporting of client engagement and proposal activities by maintaining up-to-date and accurate system data, including any changes to contacts (phone or email) or job changes.
• Add new contacts/accounts to the CRM database and research the requested input information.
• Schedule & Workflow Management: Create and maintain proposal schedules, track progress, and ensure timely delivery of all components.
• Quality Assurance: Conduct thorough reviews for accuracy, consistency, and compliance with client specifications and internal standards.
• Prepare detailed and precise bid documentation in accordance with TMG standard procedures and in compliance with customers’ bid requirements, identifying and documenting exceptions and clarifications. Craft custom execution plans, develop budgets, and estimate resource allocations.
• Database & Templates Maintenance: Manage proposal content libraries, templates, and past performance data for efficient reuse and continuous improvement.
• Collaboration & Communication: Facilitate effective communication among cross-functional teams, including engineers, project managers, and marketing staff.
• Market Intelligence: Stay informed on industry trends, competitor positioning, and client expectations to enhance proposal competitiveness.
• Review contractual terms for consistency with proposal and corporate policies.
• Work in conjunction with the appropriate Group Manager(s) and Project Manager(s) (collectively the Sales Team) to make bid / no-bid decisions and establish bid strategies.
• Work in conjunction with the Sales Team and external contractors and suppliers as required to ensure a fit-for-purpose client solutions are developed.
• Work with the Sales Team to prepare an accurate overall cost estimate for each project scope.
• Work closely with Marketing to compile, develop, assess, and maintain appropriate proposal exhibits, appendices, project profiles, and illustrative documents.
• Monitor impact of marketing and sales activities; assist in the development of pricing list, catalogs, and marketing literature.
• Responsible for all aspects relating to proposal and presentation development and client deliverables as they relate to all client stages from prospecting, and implementation, to account management.
• Participate in project kick-off meetings as a hand-off to Project Management and prepare and provide a complete handover package including technical and commercial details.
• Attend customer meetings to develop customer solutions and provide technical and commercial support in closing sales.
• Deliver quality and engaging sales presentations.
• Interface with Account Managers and Business Development professionals on active leads.
• Support the development of sales and marketing materials / content.
• Represent TMG at key conferences and trade shows.
• Additional duties as assigned.

Skills & Competencies

• Superior interpersonal skills.
• Strong verbal and written communication skills.
• Proven ability to work in a fast-paced environment and meet deadlines.
• Customer Focused.
• Ability to execute plans and tasks within schedule and budget is essential.
• Ability to strategically and tactically organize and structure activities.
• Strong planning and organizational skills.
• Ability to work under pressure during negotiations and discussions with contractors, vendors, consultants etc. and to meet tight project deadlines.
• Strong document creation, preparation, editing and overall management skills using the Microsoft Office Suite.
• An ability to work proactively in a small team environment.
• Ability to interact with all stakeholders with tact and diplomacy.
• Equally comfortable at a mine site or in an office.

Experience, Qualifications & Education

• 2+ years experience in the mining and metals industry.
• 2+ years in sales selling a solution / in a service industry.
• Experience in Proposal development and execution plan development for EPC / EPCM projects in the Mining Sector required.
• Salesforce experience required.
• Experience in development execution plans, budgets, and schedules required.
• Willing and able to travel for business development activities.
• Ability to build personal rapports.
• Experience in database setup and management required.
• Bilingual French/English would be an asset.

Position Dynamics

• Internal Relationships:    President, VP Corporate Development, Group Managers, Project Managers, Sales Managers, and Marketing.
• External Relationships: Mining Companies, Contractors, Vendors, Engineering Consulting Firms, personnel from other companies, financial institutions, and government regulators.
• Application Documents: résumé, cover letter, and sample Project Execution Plan
• Compensation: Annual salary, commission, profit sharing bonus, RRSP matching plan, annual benefits.