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Green Infrastructure Partners

Bid Coordinator

Markham, ON, Canada

Job type: Full-time
Apply by: Oct 21, 2026
Experience: 3-5 years of experience in proposal coordination, estimating support, project coordination, document control, or construction administration.
Posting language: English
Posted: Sep 21, 2026

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Original job description

Come help build the future, where our work makes the world work!

Proposal/Bid Coordinator

Markham, ON

Summary

The Proposal/Bid Coordinator plays a critical role in supporting the successful delivery of major project pursuits within the Heavy Civil Infrastructure sector. Working closely with the Bid Director, Estimating Team, and Subject Matter Experts, this position is responsible for coordinating all aspects of proposal development, document management, and pursuit administration for large, complex infrastructure projects valued in excess of $200 million.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple competing deadlines in a fast-paced environment while maintaining exceptional quality standards.

Key Responsibilities

Proposal & Bid Coordination

Coordinate and manage the end-to-end proposal development process from Expression of Interest (EOI), Request for Qualifications (RFQ), and Request for Proposal (RFP) submissions.
Develop and maintain proposal schedules, submission plans, action item trackers, and compliance matrices.
Facilitate proposal kick-off meetings, technical workshops, and submission readiness reviews.
Ensure all proposal deliverables comply with client requirements and submission instructions.
Coordinate collection of technical content, resumes, project experience, graphics, and supporting documentation from internal stakeholders.
Maintain version control and document management throughout the bid process.
Compile, format, edit, and quality-check proposal documents prior to submission.

Estimating Support

Support estimating teams with bid administration and document organization.
Maintain distribution logs for drawings, specifications, addenda, and tender documents.
Assist with subcontractor and supplier communications, document tracking, and bid day coordination activities.
Support the preparation of bid forms, qualification submissions, and commercial documentation.
Assist in the preparation and maintenance of risk registers, assumptions logs, and clarifications.

Pursuit Team Support

Provide administrative and coordination support to the Bid Director throughout the pursuit lifecycle.
Track pursuit milestones, deliverables, and action items and ensure deadlines are achieved.
Coordinate meetings, agendas, workshops, and presentation materials.
Prepare reports, status updates, and executive briefing materials for senior leadership.
Support interview and presentation preparation for shortlisted pursuits.

Document Control & Knowledge Management

Archive completed submissions and maintain lessons learned documentation.
Support continuous improvement initiatives related to bid management processes and tools.
Ensure confidentiality and security of all proposal and estimating information.

Qualifications

Education

Bachelor's Degree in Civil Engineering, Construction Management, Engineering Technology, Business Administration, Communications, or a related discipline.

Experience

3-5 years of experience in proposal coordination, estimating support, project coordination, document control, or construction administration.
Experience supporting heavy civil, infrastructure, transportation, transit, tunneling, water/wastewater, bridges, highways, or major projects is preferred.
Exposure to projects valued at $200 million or greater is considered a strong asset.

Required Skills & Competencies

Excellent written, editing, proofreading, and communication skills.
Strong organizational and time-management abilities.
Ability to manage multiple deadlines simultaneously in a fast-paced environment.
High attention to detail and commitment to quality.
Strong interpersonal skills with the ability to work across multidisciplinary teams.
Ability to synthesize technical information into professional proposal content.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, SharePoint).
Experience with proposal management, document control, or collaboration platforms is an asset.

Disclaimers

Artificial Intelligence (AI) Disclosure: We may use AI-enabled tools to support certain aspects of our recruitment process, including application screening and recruitment administration. AI-generated insights or recommendations are used to assist our hiring teams and are not the sole basis for employment decisions. All hiring decisions are reviewed and made by human decision-makers.

Vacancy Status: This posting is for an existing job vacancy.

GIP does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners directly engaged by our Human Resources team for specific searches. Unsolicited submissions will not be eligible for placement fees.

We thank you for your interest. Only those selected for an interview will be contacted.

Green Infrastructure Partners Inc. “GIP”, is an equal opportunity employer and encourages women, Indigenous peoples, persons with disabilities and members of visible minorities to apply. We seek to hire individuals with diverse characteristics, backgrounds and perspectives.

We believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences. GIP will provide accommodations to job applicants with disabilities throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.

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More about this job

Responsibilities

The Bid Coordinator manages the end-to-end proposal development process for large infrastructure projects, including document control and compliance. They also provide administrative support to the Bid Director and assist the estimating team with bid documentation and subcontractor communications.

Requirements

Candidates must hold a Bachelor's degree in a relevant field such as Civil Engineering or Business Administration. A minimum of 3-5 years of experience in proposal coordination or construction administration is required.

Skills

Proposal development
Bid coordination
Document management
Estimating support
Technical writing
Project coordination
Compliance management
Microsoft Office Suite
Time management
Communication skills
Attention to detail
Risk management
Stakeholder management
Scheduling
Quality assurance

Visa sponsorship

Not detected in the job text

Keywords

Bid Coordinator
Heavy Civil Infrastructure
Proposal Development
RFQ
RFP
EOI
Estimating
Document Control
Compliance Matrix
Construction Management
Project Pursuits
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
SharePoint
Risk Registers
Tender Documents
Subcontractor Coordination
Infrastructure
Transportation
Transit
Tunneling
Bridges
Highways

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