Proposals and Bids Coordinator

About Carmichael Engineering

Carmichael Engineering is one of Canada’s largest and most respected HVAC and building services providers, with over 800 employees operating coast to coast. We deliver innovative, sustainable solutions across commercial, institutional, and industrial markets. As we continue to grow nationally, we are looking for a highly organized and detail‑oriented Proposals and Bids Coordinator to support our branches and corporate initiatives across Canada.

Position Overview

The Proposals and Bids Coordinator plays a key role in supporting and managing the proposal and bidding process for projects across all Carmichael Engineering branches. This hybrid position supports multiple regions and works closely with internal stakeholders to ensure high‑quality, compliant, and competitive submissions in response to RFPs, RFQs, RFIs, and other business opportunities.

Reporting to the Senior Director, EHSQ, this role collaborates with Account Managers, Sales Managers, Branch Managers, Estimators, and Senior Leadership to coordinate proposal development from opportunity identification through submission and follow‑up.

Job Title: Proposals and Bids Coordinator

Hybrid | Canada-wide

Locations: Montreal, Halifax, Ottawa, Mississauga, Calgary, Edmonton, Richmond, BC

Salary range: $62,000-$78,000

Key Responsibilities

Proposal & Bid Management

• Coordinate the end‑to‑end proposal development process, ensuring submissions meet client requirements, evaluation criteria, and internal quality standards

• Review RFP, RFQ, and RFI documentation to create proposal outlines, development plans, and compliance matrices

• Monitor proposal content to ensure alignment with technical, commercial, and contractual requirements

Collaboration & Stakeholder Support

• Support the Senior Director, EHSQ, in coordinating inputs from Account Managers, Branch Managers, Estimators, and Senior Leadership

• Facilitate proposal kickoff meetings, management reviews, and approval processes

• Schedule and coordinate proposal debriefings and post‑submission reviews

Content Development & Writing

• Support drafting, editing, and formatting of proposal content to ensure clarity, consistency, and alignment with Carmichael Engineering’s messaging and brand

• Maintain and continuously improve a library of reusable proposal content, templates, and tools to enhance efficiency and quality

Schedule & Deadline Management

• Develop and manage proposal timelines, ensuring milestones are met and submissions are completed on time

• Track multiple concurrent bids across regions while maintaining accuracy and attention to detail

Cost & Pricing Coordination

• Work with Branch Managers and internal stakeholders to coordinate pricing inputs and cost proposals

• Ensure pricing documentation is complete, accurate, and aligned with proposal requirements

Document Control & Administration

• Organize and manage proposal documentation, including version control and internal review workflows

• Maintain bid databases, registries, and tracking logs for submissions and outcomes

Post‑Submission & Market Monitoring

• Track the progress of submitted proposals and coordinate follow‑up communications with clients as required

• Monitor MERX, Biddingo, and other tender platforms for opportunities relevant to all Canadian branches

• Maintain a centralized registry of tender opportunities and ensure timely communication to appropriate branches

Additional Support

• Support corporate account contract renewals, as required

Qualifications & Experience

• 5-8 years of experience in proposal coordination, bid management, or a similar role (engineering, construction, facilities management, or technical services sectors considered an asset)

• Strong organizational and project coordination skills with the ability to manage multiple deadlines

• Excellent written communication and editing skills

• High attention to detail and strong document management capabilities

• Proficiency with Microsoft Office (Word, Excel, Outlook, SharePoint); experience with proposal management tools is an asset

• Ability to collaborate effectively with cross‑functional teams across multiple locations

Bilingualism (English/French) is considered a strong asset, particularly for supporting operations across Canada.

Why Join Carmichael Engineering

• Hybrid work model supporting flexibility and collaboration

• National role with exposure to projects and teams across Canada

• Stable, growing organization with a strong reputation in the industry

• Opportunity to contribute to high‑impact business development initiatives

Health and Safety is a core paramount value of Carmichael Engineering. Given the importance of keeping one another safe, you are expected to comply with our Health and safety policies at all times and client Health and Safety policies when working at client locations.

Carmichael Engineering welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates participating in all aspects of the selection process.