Proposal Coordinator

Staff · Toronto, Ontario
Department Staff
Employment Type Full-Time
Minimum Experience Mid-level

Looking to take the next step in your career?


SvN is seeking a Proposal Coordinator to join our Business Development and Communications Team. Reporting to SvN’s Proposal Manager, you will bring your strong attention to detail and organizational skills to distill complex proposal submission requirements into a clear set of tasks and responsibilities. If you are an excellent communicator, both verbal and written, a reliable team player, and a great multi-tasker who is extremely organized (and can keep other organized), please read on and we would love to hear from you!


Why choose SvN?


We are a culture-driven organization. Our values are intrinsic to our (and your!) success. In fact, we hire and promote based on them. We are a collaborative hive and welcome creative, insightful ways to strengthen our team dynamic and impact on the world around us.


SvN is one of Canada’s premier integrated design firms with a multidisciplinary team of 100+ architects, planners, urban designers and landscape architects engaged with the dynamic social, economic and environmental forces that define and govern where we live and work. Since our original inception over 40 years ago, we continue to shape the built environment in regions, cities, and towns across Canada and worldwide. With offices in Toronto, Vancouver and in Mexico City (known as SvNMX), we’ve revitalized industrial waterfronts, developed many new forms of affordable housing, designed resilient neighbourhoods, and promoted rural and urban economic development.


What we have to offer you:


SvN offers a competitive salary, full health and dental benefits, including a Health Spending Account, a generous Professional Development Allowance, as well as a Group Retirement Savings Plan with a matching component.


We have an amazing Mentorship Program! One of our goals is to realize our people’s potential, recognizing that people are our most valuable assets. The Mentorship Program helps all team members grow professionally and improve career outcomes.


Now for the fun part! We work hard but play hard too! SvN holds many social events throughout the year. From community building retreats to ski days, to park meet-ups and summer / holiday parties. We also hold weekly forums, design workshops, book clubs and yoga classes for all staff to learn, socialize, get involved and stay healthy – mentally, emotionally and physically. In addition to much-deserved vacation time, we offer flex time, a generous amount of sick time and personal days, extended weekends in the summer months, and if that wasn’t enough, our studio closes during the holidays in December so you can spend quality time with your family and friends! Need we say more? Come join us!


As a Proposal Coordinator, a typical day at SvN may include:

  • Daily procurement site searches for new and existing clients, including top clients with ongoing standing offers across all disciplines;
  • Review RFPs, RFQs, RFIs, etc. to ensure compliance with submission requirements and determine optimal presentation of content;
  • Plan and coordinate proposal tasks, from initial Go/No Go and kick-off meetings to proposal submission, post-mortem, and debrief;
  • Adapt existing resumes, bios, project descriptions and boilerplate information;
  • Assist in the development of proposal team best practices, tools, and policies;
  • Contribute to the generation, collection, dissemination, and storage of related information;
  • Effectively communicate with proposal teams and colleagues, as well as other stakeholders;
  • Report on proposal metrics as required;
  • Support database maintenance: Deltek (CRM), Open Asset (Digital Asset Management for AEC);
  • Understand and synthesize various concepts, and oral and written information to produce clear and well-developed written documents;
  • Support the proposal manager by sourcing and developing high-quality materials for use in proposals;
  • Assist in writing, editing and proofreading proposals;
  • Ensure proposal asset content is tightly governed while ensuring the process for capturing content is continually optimized;
  • Analyze feedback collected through internal and external bid debriefs and provide recommendations to the proposal manager to improve the quality of future proposals;
  • Assist in the definition, identification, management and implementation of tools and processes to enhance operational effectiveness and efficiency;
  • Compile internal intelligence such as history with the client for proposal decisions and strategy.

This role might be for you if you:

  • Are highly organized, self-motivated, resourceful, and can hit the ground running;
  • Have strong graphic design skills and experience creating high-impact graphics and infographics
  • Have extensive time and project management skills to ensure proposal schedules are maintained and deadlines are met;
  • Demonstrate analytic skills and the ability to quickly and pro-actively identify and analyze problems, develop solutions and deliver results;
  • Have strong research and writing skills, as well as proofreading skills and very high attention to detail;
  • Able to handle multiple assignments concurrently, adhere to strict deadlines, and be accountable for work performed;
  • Have the ability to complete online submissions of proposals, using portals such as: Merx, Bids and Tenders, and Ariba;
  • Have the ability to handle all administrative functions, including final proposal production, reprographics, binding, finishing, and shipping of documents when required;
  • Have the ability to multi-task with a demonstrated capability to manage multiple deadlines and changing project criteria;
  • Have the ability to work independently and as part of a team under pressure and within strict timelines.


To land this gig, you will have the following:

  • Bachelor's degree or equivalent in business, marketing / communications, journalism;
  • Minimum of three (3) years experience in a proposal coordination role, or similar experience, preferably for a professional services firm – an Architectural and Planning firm would be considered an asset;
  • Advanced proficiency in Adobe Creative Suite, particularly InDesign is a must;
  • Strong proficiency in Microsoft Office, Outlook and/or Google applications;
  • Knowledge of Miro Online Whiteboard would be considered an asset;
  • Experience working within a CRM Database - Deltek CRM and Open Asset Digital Management Software would be considered an asset;


Post COVID-19 protocols:


During the Covid-19 pandemic our studio transitioned to a virtual work environment. While many are now back working in the studio, SvN continues to embrace the new hybrid work environment and the flexibility it provides. For those working in the studio, SvN has implemented Robin, a web- and mobile app-based hybrid workplace platform that offers a seamless employee experience in finding the desk or meeting space they need, while avoiding conflicts.


How to apply:


Candidates may apply through our Bamboo HR platform. The link can be found here

Please attach or send a link for a portfolio of your work demonstrating your expertise and creativity in proposal documentation, which should include high-impact graphics and infographics.  Should you be selected for an interview, you will be required to present your portfolio.


As an employer committed to employment equity, SvN encourages applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions. We encourage members of equity-seeking groups to self-identify within their cover letter in their application.


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  • Location
    Toronto, Ontario
  • Department
  • Employment Type
  • Minimum Experience