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Proposal Manager

Ref: CA_EN_6_919333_1349002

Posted Today
Location
Ottawa, Ontario
Contract Type
Temporary/Contract

JOB TITLE:  Proposal Manager

DEPARTMENT:   Proposal and Corporate Knowledge Centre, Ottawa

BU/FUNCTION: Modis Canada

REPORTS TO:   Director, Proposal and Corporate Knowledge Centre, Ottawa

JOB SUMMARY:

Reporting into the Director, Proposal and Corporate Knowledge Centre, Ottawa, the Proposal Manager is responsible for preparing responses to formal solicitations for multiple Modis office locations across Canada. This includes planning, coordinating, developing, tracking progress, guiding proposal team members, reviewing proposal content for consistency and quality and physically preparing all proposal documents to result in the submission of winning proposals.

ESSENTIAL FUNCTIONS:

  • Reviews solicitation documents to identify potential risks / difficulties;
  • Plans for the successful completion and submission of winning solicitation responses;
  • Coordinates proposal development and delivery of proposals by:
  • Working closely with Business Development Managers (BDMs), Resource Development Managers (RDMs)  and other colleagues in managing, writing and preparing proposals;
  • Sending solicitation amendments to the proposal team members and communicating the impact of solicitation amendments on proposals currently in progress;
  • Coordinating bid status meetings in accordance with the proposal timelines to report progress;
  • Creating proposal schedules;
  • Assigning work to proposal team members;
  • Coordinating and tracking proposal team members effort against the proposal schedule;
  • Creating proposal shells consistent with the bid submission instructions of solicitations;
  • Writing proposal content to meet specific proposal requirements;
  • Reviewing and providing feedback on proposal content, resource resumes and grids to verify and improve on the content and to ensure all content meets quality objectives;
  • Maintaining version control of all bid documents;
  • Conducting a quality review of entire submissions and providing a final verification against evaluation criteria; and
  • Preparing the proposal submission (i.e. physical or electronic assembly), and presenting the submissions to the BDMs for delivery, (as appropriate).
  • Performs proposal closeout activities upon submission, by:
  • Updating corporate tracking database with current, accurate proposal information; and
  • Extracting re-usable/updated components from the final proposal documents and storing them appropriately in corporate repositories.
  • Assists other Proposal Team Members in the performance of their position related duties in the spirit of making the team and individuals more effective;
  • Helps monitor and respond to requests in the Business Development Centre (BDC) shared Inbox; and
  • Sends questions to contracting authorities seeking clarity on solicitations.
  • SECONDARY FUNCTIONS:

  • Formats resumes in preparation for proposal submissions;
  • Adds additional tags to formatted resumes against the requirements and generates new resource grids;
  • Delivers proposals to the client in accordance with the solicitation instructions;
  • Works in French and responds to French solicitations for business;
  • Reviews and improves proposal processes and procedures;
  • Maintains and supports the BDC’s repository of corporate literature;
  • Maintains Proposal Templates;
  • Participates on various projects throughout the year, in support of BDC efforts; and
  • Performs daily backup functions of the Proposal Administrator position and as required.
  • REQUIRED ACTIVITIES:

  • Works in English and responds to English solicitations for business.
  • WEEKLY OBJECTIVES and KEY METRICS:

  • N/A
  • TRAINING REQUIREMENTS:

  • MS Office and Office 365 (Word, Excel, PowerPoint) skills
  • SharePoint
  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations will be made upon request to enable individuals with disabilities to perform the essential functions.

    EDUCATION & EXPERIENCE REQUIREMENTS:

  • Post-Secondary Education (college or university) combined with office administration, writing/editing experience, or experience within a similar role;
  • Minimum of 2-5 years’ experience responding to Canadian Federal / Provincial Government solicitations, (previous experience working with teams in responding to formal solicitations tenders, coordinating schedules and setting deadlines);
  • Technical writing, freelance writing or editing, technical recruiting for Request for Proposals (RFP’s), account management with an RFP component are all assets;
  • Ability to assess solicitation documents and review proposal submissions to ensure compliance, integrity and quality;
  • Familiarity in using BuyandSell, MERX® and other tender websites used for the release of business opportunities are considered assets;
  • Demonstrated experience with Microsoft Office Suite of Tools at an advanced level;
  • Knowledge of Federal / Provincial Government or other procurements and/ or contracting methods; and
  • Understands business processes and practices and the ability to follow established procedures for engaging work in developing proposals and provide improvements are all assets.
  • SKILLS & OTHER POSITION REQUIREMENTS:

  • Excellent communication skills both verbal and in writing;
  • Team player attitude and willingness to take direction;
  • Performs multiple tasks simultaneously;
  • Ability to negotiate deadlines as needed;
  • Works well under pressure;
  • Ability to create work timelines to accommodate schedules and avoid bottleneck situations;
  • Builds strong, external and internal, relationships with candidates, managers and colleagues;
  • Computer literacy to include strong PC based applications i.e. Word, Excel; PDF tools, etc., to assemble documents electronically; and
  • Strong research and web navigation skills.
  • MODIS CANADA RETAINS THE RIGHT TO CHANGE OR MODIFY JOB DUTIES AT ANY TIME.  THE ABOVE JOB DESCRIPTION IS NOT ALL ENCOMPASSING.  NEEDS AND REQUIREMENTS MAY VARY BETWEEN LOCATIONS AND ACCORDING TO BUSINESS NECESSITY.


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