Proposal Coordinator

Victor Energy Ltd. is a powerline contractor with over 20 years' experience building Alberta's electrical infrastructure, owned by Java Holdings Ltd. Java Holdings Ltd. owns a portfolio of companies in North America and Europe and is engaged in its acquisitions providing high level execution support for large utility, oil and gas, and power generation projects, specializing in EPCM (Engineering, Procurement, Construction & Management). As part of the Java Group, Victor Energy's staff have over 50 years of experience building some of Canada's largest electrical infrastructure projects.

As our team grows, we are seeking a Proposal Coordinator to prepare and submit responses to RFxs as well as composing and/or summarizing standard content including preparing and formatting resumes, portfolios, deliverables in the utility and construction sector. This is an office-based position out of Edmonton or Calgary, AB.

Requirements

Your responsibilities related to bid tracking include the following:

• Track and manage a list of active proposals and facilitate weekly meetings with key stakeholders to communicate bid prioritizations and ensure ongoing alignment.
• Ensure effective utilization of approved systems to manage proposal content as well as submission status and metrics in alignment with Java expectations.
• Interface with Victor Energy estimating and executive.

• Review proposal documents to plan timing and approach for proposal delivery.
• Summarize key project deliverables and requirements, and delegate tasks to the proposal team.
• Initiate the proposal development lifecycle following a decision to bid and manage the response process to final delivery by tracking deliverables, due dates, amendments, and questions.
• Schedule and lead meetings to ensure that the proposal team is on track. Escalate potential issues promptly to management as required.
• Ensure delivery of consistent, professional proposals using established policies, processes, procedures, templates, and systems.
• Oversee the quality of all proposal content and deliverables ensuring inputs are complete, harmonized, and comply with Victor Energy, Java, and Client requirements.
• Submit completed tender proposals to meet strict customer deadlines.
• Respond to post-submission requests for information, participate in client meetings and negotiations, and ensure a smooth transition of leadership to the project lead appointed for the execution phase.

• Conduct necessary research, liaise with key stakeholders, and review external sources as required to support drafting content.
• Gather draft content from project team members and revise it to create coherent and grammatically correct documents consistent with company branding and presentation standards.
• Write, edit, and produce coherent and industry-specific content aligned with the Java Group execution approach as well as prospective and existing Clients' expectations, ensuring content is accurate and relevant.
• Prepare and format internal or proposal-specific documentation including resumes, project profiles, company summaries, project plans, etc.

• Degree or Certificate in Communications, English, Project Management, Business, Finance, Engineering, Construction Management, or equivalent education and experience.
• 5+ years' experience in creating, managing, and submitting complex and/or large utility proposals.
• Knowledge in application of project management methodology.
• Experience in stakeholder management and coordination of cross-functional inputs.
• Experience working in the utility sector is required.
• Experience writing high-quality response documents to satisfy client goals.
• Experience with gathering as well as writing technical content is a strong asset.

• Strong planning, critical thinking, time management, and documentation skills.
• Consistent eye for detail and organizational skills in a dynamic, multi-tasking environment.
• Excellent interpersonal, oral, and written communication and presentation skills.
• Capable of building and maintaining positive relationships with senior management and peers while encouraging and striving for accuracy, quality, and strategic outcomes.
• Dedicated team player who works well independently and as part of a team.
• Exceptional computer skills including a strong ability to use Office 365 suite including MS Word, Excel, PowerPoint and Visio.
• Digital design including creating and or editing graphics for images, posters, brochures, etc.
• Positive attitude, team player, change agent, with a willingness to learn new approaches.
• Able to protect sensitive and proprietary information.
• Occasionally requires extended hours and possible weekend work to meet deadlines.
• Capable of producing accurate work under pressure, with the ability to respond constructively in stressful situations with a calm and steady demeanor.

• Extended Healthcare Plan (Medical, Disability, Dental & Vision).
• Group RRSP.
• Group Life - AD&D - Critical Illness Insurance.
• Training & Development.
• Employee Assistance Program - Counseling.