Proposal Development Administrator

Proposal Development
Written By

Company Description:
As Canada’s parking and mobility industry leader, Precise ParkLink is a nation-wide managed services and technology firm with more than 900 employees across Canada, a head office in Toronto, and 18 supporting offices across the country.

Precise ParkLink manages thousands of parking lots on behalf of hundreds of property owners. They supply cutting-edge technology and services to thousands of clients in the healthcare, municipal, commercial, institutional, and private sectors.

Job Summary:
Reporting to the Proposal Development Associate Director, this individual will be responsible all administrative functions associated to the Proposal Development process, as well as well as researching, understanding and developing a working knowledge of the parking technology and management services that are offered by the company. The job will also include initiating Request for Proposal responses including response document setup and initial answer selection, both completed using proposal response software. This individual will be required to work collaboratively with staff within the division and other internal departments in order to develop a clear understanding of what is required by each project and how to effectively apply ideas and strategies to responses to RFPs.

Employment: Full-time, Monday - Friday

Compensation: This position is salary based

Work Location:

The Proposal Development team is based at 90 Floral Parkway, Toronto, ON M6L 2C5

English Language Justification:
All tasks will be completed in English, in support of English RFPs. The successful candidate will also support our English-speaking sales team, operations team, clients, and presentations at various stages of the pre-proposal and proposal process.

Job Responsibilities/Duties:

  • Sourcing, downloading, and distributing all official RFP, RFI, RFQ documents (including monitoring portals and emails for addenda and other RFx announcements)

  • Review document requirements to ensure response to all pre-submission material (e.g., RSVP to Site Meetings, return Intent to Submit letters)

  • Recording and tracking project-specific deadlines (e.g., deadlines to submit questions, due dates)

  • Request and coordinate all required documentation for submissions in a timely manner (e.g., obtain insurance certificates, WSIB documentation, bonding requirements, as required)

  • Initial setup of official RFP, RFI, RFQ documents in our response automation software

  • Assist in producing responses to RFPs based on proposal requirements and using documents / content from our internal response template library / response automation tool

  • Coordinating and executing submission documentation, as required by the RFP document

  • Preliminary documentation production for inclusion in our response template library

  • Updating Proposal Development pipeline in our Sales CRM database

  • Regular follow-up with sales and operations teams for updates on collaborative leads and quotes

  • Electronically file and maintain lists of all projects

  • Other administrative functions as needed

Mandatory Skills:

  • Ability to manage, prioritize, and re-prioritize efforts for multiple concurrent proposals of varying degrees of complexity 

  • Able to communicate clearly and professionally across a broad corporate landscape

  • Comfortable communicating with, and gaining consensus from, internal leadership teams 

  • Ability to work effectively across internal and external organizations 

  • Ability to think and act strategically 

  • Ability to plan and to adapt in a dynamic, customer-centric environment 

  • Creative and critical thinker who can quickly research, understand, and communicate new concepts 

  • Exceptional research, editing, and proofreading skills are essential

  • Availability to work toward aggressive deadlines, occasionally, requiring off-hours effort (flexibility is an asset, as position, workload, and expectations shift) 

  • Must be organized and able to demonstrate a high-level of self-motivation, work independently, apply problem solving capabilities and to collaborate successfully in a team environment 

  • Detailed oriented, efficient, and accurate 

  • Must be able to handle and use constructive feedback to make needed changes to documents and proposals 

  • Must be technically and/or mechanically inclined and adept; can understand or figure out how complex systems function 

  • Takes initiative and eager to learn along with multi-tasking 

  • Possess a good attitude and work ethic 

Mandatory Qualifications:

  • Strong written and verbal communication skills in English

  • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and Adobe Acrobat Pro

  • Proficiency working with CRM software is preferred but not mandatory

  • Proficiency working with Microsoft Teams software is preferred but not mandatory

  • Ability to focus and work independently

  • Ability to work within strict deadlines

  • Self-motivating with attention to detail and a genuine desire to learn

  • 1-year professional experience is preferred but not mandatory

    Hiring Contact:
    Please submit your resume with a minimum of two references to Cynthia Bruce at cbruce@precisebi.com

Precise ParkLink is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Human Rights Code and Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment process. Please advise the Resource Department to ensure your accessibility needs are accommodated throughout the process.

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