Proposal Coordinator

Come Build Your Career at Aecon!

Aecon delivers some of the most complex and impactful infrastructure projects — from transformative transportation networks to critical energy, industrial and nuclear programs. The projects we build connect communities and power future generations. With deep roots in North America and a strong footprint internationally, Aecon brings global expertise and proudly serves public and private sector clients through its Construction and Concessions segment.

Safety Always is not only our #1 core value – it is the standard that anchors our culture. We believe the most ambitious projects deserve the most committed people. At Aecon, you won’t just build your career — you’ll help build what matters to enable future generations to thrive.

At Aecon, you can count on:

• Safety Always. Our number one core value. The safety of our people, projects, partners, and stakeholders is our priority focus – today and always.
• Integrity. We lead by example, with humility and courage.
• Accountability. We’re passionate about delivering on our commitments.
• Inclusion. We provide opportunities where people feel valued, supported, and empowered to contribute fully.

We deliver infrastructure with purpose, and our people are at the heart of everything we do. Aecon employees are incredibly proud to build some of the most impactful infrastructure of this generation – we call it Aecon Proud.

At Aecon we:

• Ensure you and your family receive the services and benefits needed to support your mental, emotional, and physical well-being.
• Are intentional when it comes to investing in your development. We help you build your career and advance your skills through our Aecon University, tuition reimbursement, and Leadership Programs.
• Are committed to creating work environments focused on mutual respect, teamwork, collaboration, and new ideas, through meaningful initiatives, training, partnerships with Veteran groups, our Aecon Women in Trades and diversity programs, as well as our Employee Resource Groups (ERGs), to ensure we are building with top talent and harnessing our collective strengths within every aspect of our culture.
• Operate responsibly by managing risk, safety, and environmental considerations across all our projects and surrounding communities.

Our success is built on the passion, expertise, and dedication of our people. Together, we embrace strong execution, innovation, and continuous improvement — values that come to life through the unique talents and collaborative spirit of every team member. If you’re inspired to make a difference through future-building projects, join our best-in-class team.

What is the Opportunity?

Reporting to the Sr. Proposal Manager, the Proposal Coordinator is responsible for supporting the planning, coordination, and administration of proposal development activities associated with major RFP pursuits. The role works collaboratively with technical SMEs, estimators, and functional stakeholders to support the preparation of proposal content and related deliverables. Responsibilities include maintaining proposal records and customer information, monitoring schedules and progress against key milestones, coordinating resource assignments, managing communications, ensuring adherence to proposal procedures and governance requirements, and supporting meeting management and action tracking. The role will also require occasional support to be provided to Aecon’s US-based proposal group.

What You'll Do Here:

• Receive, download, and distribute client RFPs, supporting documentation, and related information to proposal, estimating, and subject matter expert (SME) team members.
• Coordinate the registration and initiation of new estimate and proposal opportunities within the approved business development and proposal management processes.
• Assist with the coordination and assignment of proposal and estimating resources to support pursuit requirements and schedules.
• Support Proposal Managers, Estimators, and SMEs by obtaining, organizing, and distributing required inputs, information, and supporting documentation.
• Provide administrative and coordination support for proposal development activities throughout the pursuit lifecycle.
• Support the New Nuclear and Business Development teams with pursuit-related activities, reporting, and documentation as required.
• Establish, organize, and maintain proposal files, records, and documentation in accordance with departmental and project-specific filing requirements within Microsoft Teams, SharePoint, and other approved repositories.
• Review solicitation documents to gain an understanding of client requirements, submission instructions, evaluation criteria, and contractual obligations.
• Develop and maintain proposal schedules, responsibility matrices, action item logs, deliverable trackers, and milestone reporting tools to ensure adherence to submission requirements.
• Coordinate and facilitate proposal review meetings, including Pink Team, Red Team, Gold Team, and executive reviews.
• Monitor and promote compliance with corporate quality management processes and proposal procedures.
• Maintain proposal dashboards, pursuit metrics, key performance indicators (KPIs), and status reporting tools to support management oversight and decision-making.
• Coordinate with the Estimating Administrator to ensure alignment between proposal and estimating activities and deliverables.
• Interface with internal stakeholders, including Finance, Legal, Quality, EHS, Engineering, Procurement, and Operations, to support the development of compliant and competitive proposals.
• Provide backup support to departmental administrative resources for the preparation, compilation, formatting, and production of proposal submission documents.
• Perform proposal compliance reviews to ensure submissions meet client requirements, formatting standards, and corporate quality expectations.
• Support project turnover activities following contract award, including the compilation and transfer of proposal, estimate, and contract documentation to project execution teams.
• Prepare management reports, presentations, and summaries for senior leadership and business development reviews.
• Coordinate meetings, prepare agendas, document discussions and decisions, and distribute meeting minutes and action items.
• Draft, track, and submit Requests for Information (RFIs), clarification requests, and related correspondence on behalf of the Proposal Manager.
• Support the preparation, production, and delivery of proposal submissions in both electronic and hard-copy formats.
• Maintain accurate records of client communications, pursuit decisions, lessons learned, and proposal archives.
• Perform other proposal coordination and administrative duties as assigned to support the success of the estimating, business development, and proposal management functions.
• Occasional travel may be required within Canada, the United States, and internationally.

What You Bring to the Team:

• Minimum 1-2 years of experience supporting proposal development, business development, project coordination, or related functions within the construction, infrastructure, utilities, engineering, or manufacturing sectors. Experience within the nuclear industry is considered an asset but is not required.
• Post-secondary certificate, diploma, or degree in Business Administration, Project Management, Communications, Marketing, Engineering Technology, Construction Management, Civil Engineering Technology, Technical Writing, or a related discipline; an equivalent combination of education and experience will also be considered.
• Demonstrated ability to communicate effectively through strong writing, editing, proofreading, and document development skills.
• Ability to understand and interpret technical concepts, engineering documentation, and construction-related scopes of work, preferably within regulated or complex project environments.
• Proven ability to manage multiple priorities, competing deadlines, and changing requirements while maintaining accuracy and delivering high-quality results.
• Proficiency with Microsoft Office applications and business collaboration platforms, including Word, Excel, PowerPoint, SharePoint, Teams, Visio, Power BI, and MS Project, with the ability to leverage these tools to support proposal development, reporting, and workflow management.
• Strong organizational skills with exceptional attention to detail and a commitment to document quality and accuracy.
• Highly collaborative and team-oriented, with the ability to establish and maintain effective working relationships across multidisciplinary teams and organizational levels.
• Strong interpersonal and communication skills, with the confidence to engage effectively with proposal managers, estimators, technical subject matter experts, business development personnel, and senior leadership.
• Self-motivated, proactive, and adaptable, with a willingness to learn and develop within a fast-paced proposal and estimating environment.

Reason for vacancy: New

Salary range: $65,000 - $85,000

Individual pay is determined based on several factors, including work location, education, experience, unique skills and job conditions. Other considerations may include certifications, specialized training, and the complexity or scope of the role.

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner. Through the implementation of the requirements of the ACA and its applicable regulations, appropriate accommodations will be provided upon request throughout the interview and hiring process.

As part of our commitment to fair and transparent hiring practices, Aecon may use artificial intelligence (AI) tools to assist in screening and reviewing candidates. These tools are applied responsibly and in accordance with applicable privacy laws and Aecon’s AI Usage Policy. All final decisions are made by qualified Aecon team members.