Proposal Coordinator

The Proposal Coordinator role within the North American Construction Group (NACG)

Estimating Department is a key position supporting the pre-construction phase of major heavy civil projects. As part of the Estimating team, the Proposal Coordinator is responsible for compliance, organization, document control, communication, and submission management, while also supporting critical internal functions of the department.

The successful candidate will be a highly organized and detail-oriented professional responsible for coordinating estimating department activities, including but not limited to

- Maintaining and updating the master RFP/Tender log.

- Managing the department schedule and calendar, including estimator assignments and bid milestones.

- Liaising with internal departments such as Finance, Quality, Safety, and Operations to gather required information for bid submissions.

- Tracking and maintaining the third-party vendor and subcontractor database.

- Compiling and organizing input from estimating leads and supporting departments to develop complete bid submissions.

- Reviewing, editing, and formatting documents to ensure accuracy, consistency, and professional presentation.

- Coordinating the final assembly and timely submission of proposals through client portals or other submission platforms.

This role is integral to ensuring that NACG’s proposals are accurate, compliant, and professionally delivered.

Specific Accountabilities

- Monitor bid portals to identify new opportunities aligned with the organization’s core markets and strategic objectives.

- Download, organize, and maintain RFP documents, addenda, and drawings in a structured and accessible format.

- Maintain accurate bid logs and proactively track submission deadlines and key milestones.

- Coordinate and facilitate internal bid kick-off meetings.

- Develop proposal templates and format submission documents to ensure full compliance with client requirements.

- Prepare compliance matrices to confirm all RFP criteria are addressed.

- Track and manage required forms, bonding, insurance certificates, and corporate certifications.

- Maintain document control, including version management and distribution protocols.

- Collect and coordinate technical input from Estimating, Operations, Safety, and senior management.

- Compile corporate qualifications, including project profiles, resumes, and experience summaries.

- Edit and proofread submissions to ensure clarity, consistency, and professional quality.

- Assemble complete proposal packages, including both technical and commercial components.

- Manage proposal schedules and internal deliverable timelines.

- Coordinate and execute timely submissions through electronic portals or physical delivery, as required.

- Archive completed submissions and maintain the proposal library for future reference.

- Support client interview preparation and presentation material development.

- Participate in bid review and client meetings, recording and distributing meeting minutes to key stakeholders.

Responsibilities

- Administer and maintain the Estimating Department’s cloud-based database and SharePoint platform, as well as other related databases and matrices.

- Manage estimating and bid portal accounts, ensuring access, compliance, and up-to-date information.

- Edit, proofread, and compile both commercial and technical bid documentation to a high professional standard.

- Maintain and update Estimating Department schedules, calendars, and assignment trackers.

- Liaise with internal departments to gather, coordinate, and compile relevant information required for bid submissions.

- Timely submission of bid proposals.

What Makes You The ONE

- 3-5 years of experience in administrative, document management, or office management roles, preferably within estimating or construction operations.

- Previous experience as an Estimating Administrator or Proposal Coordinator is considered an asset.

- Proficient in Microsoft Office Suite, SharePoint cloud platforms, and PDF editing software.

- Experience with public and private bid portals, including MERX, Ivalua, SAP Ariba, and Alberta Purchasing Connection, is an asset.

- Diploma in Office Administration, Business Administration, or a related technical diploma.

- Advanced training in Microsoft Office and/or PDF editing software is considered an asset.

- Excellent organizational and time-management skills.

- Exceptional attention to detail and commitment to accuracy.

- Strong focus on document formatting and professional presentation.

- Advanced proficiency in Microsoft Office Suite and PDF editing software.

What’s Next

After you send us your resume, our Recruitment team will work with the hiring division to determine candidates we’d like to meet with. Only people who are short-listed will be contacted for an interview.

If you are chosen to move forward in our hiring process for our Acheson Head Office, you will be scheduled to undergo and successfully pass the following pre-employment testing

- Breath Alcohol Test

- Urine Drug Test

- Reference Check

We know you see tons of job postings every week so thanks for making it this far. If you feel like you would be a great fit for a fast-paced construction and mining company where you will be rewarded on a daily basis, please apply - we promise it’s worth it.

NACG in a Nutshell

North American Construction Group (NACG) has served as an industry leader in the heavy construction and mining industries for over 65 years. In that time, we’ve proven ourselves as a safe and reliable contractor who can complete projects of any size and scope. We’ve also taken a number of bold steps forward to broaden our footprint, expanding to mines outside our provincial borders, and providing third-party maintenance services to clients and customers.

In addition to providing employees with rewarding careers, North American has a whole lot more to offer

- Significant Growth -As a company, NACG is rapidly expanding, and has practically doubled in size over the past year alone.

- Long Term Contracts - With over $1 billion dollars in contracted work booked through 2025, NACG can provide long term employment solutions and numerous opportunities for advancement.

- Commitment To Safety - With a top tier record for safety performance, NACG is dedicated to ensuring that everyone gets home safe, and constantly strives for a goal zero performance.

- Market Aligned Compensation - NACG provides compensation packages that are aligned with current market information for all employees.

- Attractive Benefits Package - With a substantial benefits package provided to all employees, NACG ensures that you are covered for life’s many surprises.

- GRRSP Matching - As you begin your new career, you can also start planning for the future thanks to NACG’s GRRSP matching.

- Safety focused - An exceptional leader in committing to a safe work environment by promoting personal safety amongst employees and continually improving our HSE systems. Everybody gets home safe!

North American Construction Group is committed to providing a diverse and inclusive work environment where every employee feels safe, valued, and respected. We recognize the talent, perspective, and creative influence that diverse groups of people generate, and we encourage all people to express interest with us especially those from marginalized and underrepresented groups who might hesitate before applying. If you require accommodation in submitting interest on a role or throughout our interview process, please email us at careers@nacg.ca to ask for assistance.

North American Construction Group acknowledges that we perform work on the Traditional Treaty 6 and 8 Territories, home to the Cree, Dene, Blackfoot, Saulteaux and Nakota Sioux, and the Metis. We encourage members of those and all traditional lands to apply with us. Become a member of the North American family today!