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Proposal Support Coordinator (New Grad)

Date: Jul 17, 2019

Location: Niagara Falls, ON, CA

Company: Hatch

Requisition ID: 20736 

Job Category: Administration/Support 


With over six decades of business and technical experience in the mining, energy, and infrastructure sectors, we understand that challenges are changing rapidly in every industry. We respond quickly with solutions that are smarter, more efficient, and innovative. We draw upon our 9,000 staff with experience in over 150 countries to challenge the status quo and create positive change for our clients, our employees, and the communities we serve.



Under the leadership of the Business Unit Manager and Proposal Coordinator Lead, the new graduate Proposal Support Coordinator will be responsible for assisting the Business Unit with all document management activities and other proposal administration tasks as required by the project teams.


As Proposal Support Coordinator (PSC), will work to edit and design the finalized proposal document. The PSC will also work to communicate the proposal in various ways, including working with the graphic design team, and with the proposal team to ensure that all deadlines are met.


In many situations, will be working on multiple proposals at the same time.


Key Responsibilities

  • Coordinate the production and creation of marketing materials and proposals, utilizing highly developed organization, interpersonal and team building skills
  • Prepare the detailed proposal outline based on the requirements and criteria for evaluation
  • Perform ongoing maintenance of proposal template libraries, including updates of business development literature (i.e., Project Description sheets, project listings, CVs, etc.)
  • Support proposal development with Subject Matter Experts (SMEs) and proposal team members
  • Maintain proposal development schedules, i.e., kick-off meeting, production meetings, proposal deadline, etc.; anticipate and resolve proposal challenges and problems
  • Review all proposals for errors, grammar, punctuation, etc.
  • Create template documents as well as entry and editing of boilerplate language and the integration of this boilerplate into draft documents (includes review, formatting and proofing)
  • Ensure quality assurance and control of all documentation
  • Research archives of past projects and proposals for similar scopes in order to exemplify experience requirements
  • Print and assemble bids and proposals using office equipment and coordinate the delivery process for bids and proposals via UPS, courier, and/or hand-deliver bids
  • Integrating the PLP Library, project specific procedures and templates to develop documents using the correct project template and accurately registering the documents in the electronic document management system (EDMS)
  • Supporting all project participants in complying with project procedures and using the EDMS to capture project documents
  • Understanding and complying with each functional group's procedures
  • Registering, allocating document numbers for correspondence and uncontrolled documents and storing documents in the correct EDMS folders
  • As required, dragging project emails and media files to the EDMS using the drag and drop functionality of the EDMS
  • Auditing and reviewing the accuracy of document management attributes in the EDMS
  • Assisting with other administrative tasks as required


Qualifications and Experience 

  • Recent completion or in process of completing College Diploma in Business Administration or equivalent
  • Advanced level in the following applications: MS Outlook, MSWord, Excel
  • Previous use of web-based applications, such as Skype, SharePoint, CRM, preferred
  • Possesses excellent communication skills both oral and written
  • Ability to adapt to changes, multi-task, organize, and prioritize
  • High attention to detail and organizational skills
  • Previous experience with document management systems and engineering processes is ideal
  • Ability to work independently, with minimal supervision
  • Previous use of office tools (copiers, scanners, telephone systems), preferred


We are committed to fostering a workforce in each of our locations that reflects the diversity of the communities in which we operate. Hatch is an Equal Opportunity Employer that considers employment applicants without regard to age, race, colour, national origin, citizenship, religion, creed, sex, sexual orientation, marital status, disability or any other protected status. If you have any special needs requirements, please let us know. We will do our utmost to accommodate, in accordance with applicable local legislation. 

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