Bid & Proposal Coordinator

Job Summary

We are looking for a highly organized and detail-oriented Bid & Proposal Coordinator to support the strategic growth of Levitt-Safety’s service department. In this role, you will collaborate with the Regional Service Admin Manager, Regional Service Manager, Business Development Manager, and Service Coordinators to manage and coordinate all aspects of the bid submission process. You will provide innovative and high-quality support to customers by preparing Requests for Information, Proposals, and Quotes (RFI/RFP/RFQs) for fire-related services, including vehicle fire suppression systems, fire alarm, and sprinkler services.

This strategic role involves planning, tracking, and standardizing documentation to ensure a smooth bidding process. Additionally, you will assist the administrative team with billing, shipping, invoicing, and quoting when needed.

If you are a motivated individual with a passion for managing bids and contributing to the success of our company, we’d love to hear from you.

Main Responsibilities 

• Bid Monitoring: Scan and monitor bid and tender sites for new opportunities.
• Document Review: Analyze RFI/RFP/RFQ documents to determine the next steps in the bid process.
• Collaboration: Work closely with key stakeholders and teams, sharing information and opportunities promptly.
• Customer Support: Address emails and phone inquiries professionally and in a timely manner.
• Documentation Management: Maintain an up-to-date database of bid-related documents, templates, and reference materials.
• Market Research: Conduct research to gather market intelligence and competitor analysis to enhance bid proposals.
• Data Entry: Assist with billing, shipping, invoicing, and quoting as needed (e.g., deficiencies or other requirements).
• Post-Bid Analysis: Support post-bid activities, including debriefs and analyzing bid results to identify improvement opportunities and lessons learned.
• Additional Responsibilities: Assist with special projects and other duties as assigned by the manager.

Skills and Experience

• Previous experience in bid search/coordination, proposal management, or similar roles.
• Ability to review RFI/RFP information and translate it into a clear proposal guide.
• Strong computer skills and comfort with conducting research.
• Excellent organizational and time management skills with the ability to manage the bid process and meet deadlines.
• Proven analytical and organizational abilities.
• Exceptional written and verbal communication skills, with the ability to convey complex information effectively.
• High attention to detail and accuracy in reflecting bid information.
• Professionalism and integrity in handling sensitive bid-related data.

What we offer

• Medical, dental, vision, EAP and other group health insurance benefits for you and your family
• Company-matched RRSP contribution plan  
• Annual profit-sharing opportunity
• Discounted fitness memberships
• Opportunity to build your career with an established organization and a team that is truly passionate about health and safety 
• A company culture based on our Face of Levitt-Safety Fundamentals and family values, where we truly believe that our people are our most important asset
• Flexible work model – remote within Canada, with occasional in-person attendance at one of our branches as needed.