Proposals Coordinator - Montreal (administrative region) - IEC Holden

Description

Proposals Coordinator

Department: Sales

Employment Type: Full Time

Location: Canada Remote

Reporting To: Rob Briscoe

Description

Mission: Support the Sales Team in winning and closing profitable deals by leading the proposal process, shaping compelling solutions, and challenging cross‑functional teams to ensure that we meet the customer's needs. This role owns all aspects of the proposal process – agendas, meetings, action capture, ensuring deliverables are met, continuous process improvement, template creation / management, updating financial models, creating dashboards, and keeping proposal‑related CRM data up to date. You are accountable for running the process on 10‑15 active proposals and ensuring the rigor that enables us to win and grow the business 5x over the next five years.

Outcomes:

Own the Proposal Process End‑to‑End:

• Lead the full proposal cycle from qualification → coordination → customer‑ready proposal.
• Maintain standardized agendas, workflows, templates, and cross‑functional alignment.
• Coordinate all cross‑functional inputs (Engineering, Operations, Quality, Supply Chain, Program Management, Finance and Sales).
• Ensure program workbooks are complete, accurate, and updated as the single source of truth.
• Validate assumptions and ensure accuracy before internal reviews.
• Target: 100% of proposals delivered on time and in the standardized format.

Drive Meeting, Action & Deliverable Discipline:

• Run structured proposal meetings with clear agendas and decision capture.
• Document meetings with immediate minutes and action logs.
• Track deliverables across all functions with transparent status updates.
• Escalate risks and issues early to prevent delays.
• Maintain follow‑up rigor until all actions are closed.
• Target: Same‑day notes; zero missed internal deliverables.

Maintain Accurate Data, Models & Dashboards:

• Ensure CRM fields, financial models, and program workbooks are complete and accurate.
• Prepare and update financial models in partnership with Finance and Sales.
• Validate costing, assumptions, timelines, risks, and alignment with proposal narratives.
• Pull historical CRM and internal data to support pricing and proposal content.
• Update dashboards weekly with accurate proposal status, pipeline, win/loss data, and key metrics.
• Target: 98% CRM accuracy; models/workbooks fully validated before reviews.

Uphold ISO Documentation & Template Compliance:

• Ensure all proposal documentation, templates, and submissions meet ISO requirements and follow proper version control.
• Maintain complete, organized files for RFQs, proposal packages, correspondence, and submission history.
• Support audits by providing accurate and complete proposal documentation.
• Keep templates, formats, and checklists up to date and ensure consistent team‑wide use.
• Target: Zero missing files and zero QMS nonconformities.

Proficencies:

Technical & Process Skills:

• Strong meeting facilitation and agenda management.
• Proficient in CRM, Excel and PowerPoint (financial models, program workbooks, proposal decks).
• Familiar with ISO quality management system (QMS) principles, version control, and document management.
• Understanding of manufacturing, costing inputs, and proposal components.
• Able to interpret proposal/RFQ requirements and organize cross‑functional responses.

Soft Skills & Traits:

• Ridiculously organized and energetic.
• You love herding the cats and keeping the world organized without making enemies along the way.
• Focused on the outcome – you know what the win is and are constantly working to keep the team focused on what's next.
• Clear, concise communicator.
• Process‑oriented; creates repeatable workflows.
• Calm under pressure; handles multiple proposals simultaneously.
• High attention to detail; catches inconsistencies.
• Collaborative across Engineering, Operations, Quality, Supply Chain, Program Management, Finance and Sales.

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