Proposal Coordinator

The Linchpin Co. is a people operations group offering custom recruitment and consulting services. At Linchpin, we know a company's most valuable resource is its people, and we are people experts!

We will be the point of contact between you and Salter Pilon during the recruitment process, acting as your trusted advisor and coach. We look forward to your interest.

Salter Pilon Architecture Inc. is a full-service architectural and interior design practice based in Barrie, Ontario, with roots extending back to 1960. Our studio is a close-knit team of architects, interior designers, technologists, contract administrators, and support staff delivering public-sector and community-focused buildings across Ontario.

Our work includes schools, emergency services facilities, healthcare environments, long-term care and seniors’ campuses, civic and municipal projects, supportive housing, community facilities, and workplace interiors. We pursue projects where architecture has a direct impact on how people learn, work, receive care, respond to emergencies, and experience their communities.

We are looking for a Proposal Coordinator / Marketing Coordinator who is organized, curious, deadline-focused, and interested in the built environment. This is a role for someone who enjoys writing, assembling complex information, coordinating many moving parts, and helping a strong technical team present its experience clearly and competitively.

About the Role

This position is best suited to someone who understands that proposals are more than administrative packages. Our submissions must respond directly to client needs, procurement requirements, evaluation criteria, consultant team structures, project experience, and public-sector priorities. The successful candidate will help coordinate and produce RFP, RFQ, RFSQ, and prequalification submissions that communicate SPA’s understanding, experience, and project delivery approach.

You will work closely with firm leadership, project managers, architects, interior designers, technologists, consultants, and administrative staff to keep submissions organized, compliant, well-written, visually consistent, and delivered on time.

What You Will Do

Proposal Coordination

• Review RFP, RFQ, RFSQ, and prequalification documents to identify submission requirements, evaluation criteria, mandatory forms, page limits, schedules, addenda, and compliance risks.
• Prepare proposal checklists, responsibility matrices, production schedules, and internal submission timelines.
• Coordinate proposal inputs from principals, project managers, internal team members, and external subconsultants.
• Request, track, and compile subconsultant information, including team profiles, project experience, CVs, certificates, forms, and fee inputs.
• Draft, edit, and assemble proposal content, including project understanding, firm profiles, team descriptions, project experience, resumes, methodology sections, schedules, and supporting narratives.
• Customize existing content to respond to each client’s project, sector, evaluation criteria, and procurement priorities.
• Format and produce polished submissions using Adobe Creative Cloud, particularly InDesign and Acrobat.
• Conduct quality control reviews for grammar, consistency, formatting, compliance, file naming, and final assembly.
• Support electronic submissions through procurement portals and email submission processes.
• Maintain organized digital proposal files, templates, forms, supporting documents, and submission records.

Marketing and Content Development

• Maintain and update project profiles, staff resumes, firm profiles, boilerplate text, image libraries, reference letters, awards, and proposal templates.
• Support website and LinkedIn content that reflects SPA’s current projects, people, milestones, community involvement, and design leadership.
• Assist with project photography coordination, social media posts, announcements, award submissions, presentation materials, and other marketing initiatives.
• Help translate technical project information into clear, client-facing language that is accurate, concise, and compelling.
• Monitor selected procurement platforms and public opportunities that align with SPA’s sectors and experience.
• Track proposal outcomes, debrief feedback, and lessons learned to support future pursuit improvements.

Studio Support

• Provide occasional administrative support related to proposal production, meetings, printing, courier coordination, and internal document organization.
• Support a collaborative studio environment by communicating clearly, anticipating deadlines, and helping technical staff stay focused on the information needed for submissions.

What You Bring

• A college diploma, university degree, or equivalent experience in communications, marketing, professional writing, business administration, architecture, design, construction, or a related field.
• 2+ years of experience in proposal coordination, marketing coordination, communications, or professional services administration. Experience in architecture, engineering, construction, or public-sector consulting is strongly preferred.
• Strong writing, editing, proofreading, and document coordination skills.
• The ability to read detailed RFP documents and extract what matters: deadlines, mandatory requirements, evaluation criteria, forms, submission structure, and risks.
• Excellent organization and time management skills, with the ability to manage multiple deadlines and shifting priorities.
• Confidence coordinating information from busy technical professionals and external consultants.
• Strong attention to detail and a commitment to producing accurate, polished work.
• Proficiency with Microsoft Word, PowerPoint, Excel, Outlook, Adobe Acrobat, and Adobe InDesign.
• Experience with social media content or digital marketing is an asset.
• An interest in architecture, community buildings, public-sector work, and the design/construction industry.

The Right Fit

You do not need to be an architect, but you should be interested in how buildings are planned, procured and delivered. You should be comfortable working in a deadline-driven environment where details matter and where each proposal needs to be tailored to the client.

The right candidate will be:

• A strong writer and careful editor.
• Highly organized and calm under pressure.
• Comfortable asking questions and following up.
• Able to turn technical information into clear, persuasive proposal language.
• A collaborative team member who enjoys working with designers, project managers, and consultants.
• Motivated by producing work that helps the firm win meaningful public-sector and community-focused projects.

Why Join Salter Pilon

At Salter Pilon, you will work with a stable, experienced, and collaborative team delivering projects that matter to communities across Ontario. Our proposals support pursuits for schools, emergency response facilities, healthcare projects, long-term care and seniors’ environments, civic buildings, supportive housing, and other public-sector work that directly affects people’s lives.

This role offers the opportunity to become a key part of SPA’s business development and marketing efforts. You will gain exposure to public-sector procurement, architectural storytelling, project strategy, consultant coordination, and the full range of materials that help position a design firm for success.