Proposal Coordinator

Job Locations CANADA-ON-Hamilton | CANADA-NB-Saint John | CANADA-NB-Fredericton | CANADA-NS-Halifax | CANADA-ON-Kitchener | CANADA-ON-Guelph
Job ID
# of Openings
Position Type
Regular Full-Time
Business Group


Are you someone with developing leadership and technical capabilities?  Do you enjoy building relationships and working collaboratively in a team environment with both internal and external stakeholders? Are you a trusted advisor and a problem solver? If you enjoy entrepreneurship and innovation, this opportunity is for you! As someone with excellent communication skills and business acumen, you will thrive in our fast-paced and agile environment.


Your Opportunity

We are currently seeking motivated candidates for the position of Proposal Coordinator to be located in our Hamilton, Kitchener, Guelph, Halifax, Fredericton, or Saint John offices. This is an office-based position and will require working 5 days from the office.


In this role you will be a welcome addition to our dynamic administrative team. You will showcase your organizational and communication skills in a fast-paced professional office environment. Your drive for excellence will present opportunities to chart your own path to success with a rewarding career in our firm.


What your day will look like


Proposal Coordination (80%)

  • Work with submission managers and teams to coordinate, develop, organize, and complete professional, high-quality proposals from initiation through to production and delivery of the final product
  • Review project opportunity documents to evaluate requirements, contractual terms and conditions, and evaluation criteria for bid submission compliance
  • Compile Dillon marketing materials, prepare qualification materials, and coordinate development of graphics and page layout design
  • Work with the submission team to coordinate the flow of information to ensure internal and external deadlines are met and appropriate reviews are completed
  • Complete document formatting, editing, printing, distribution, and overall document reviews
  • Develop strong internal relationships to foster responses to requests in a timely manner, while maintaining high quality work consistent with corporate marketing, brand messaging and proposal writing standards
  • Implement quality control measures to ensure proposal requirements and corporate standards are met

Administration (17%)

  • Track and monitor potential project opportunities using internal systems
  • Participate in proposal debriefings to ensure continuous quality improvement and to identify enhancements for proposal content and process
  • Assist with other administrative duties as assigned and contribute as part of the administration team to fulfill the variety of tasks necessary to run the office effectively

Learning & Development (3%)

  • Commit to self-development and ongoing learning and professional development


What you will need to succeed

  • Three (3) years of administrative experience
  • Experience with preparing proposals and tender submissions is an asset
  • Post-secondary education in an administration, marketing, business, or communications field will be considered an asset


  • Advanced skills in Microsoft Word and experience with large and complex document formatting
  • Proficient with Microsoft Excel
  • Experience with Adobe Creative Suite (In-Design, Illustrator, and Photoshop), Microsoft Project and PowerPoint is considered an asset
  • Strong business writing, editing, and communication skills
  • Excellent attention to detail and a high regard for accuracy and quality
  • Understanding of basic financial terms and functions, along with experience working with budgets and schedules (e.g., Gantt charts)
  • Strong interpersonal, organizational, and time management skills with the ability to work successfully in a fast paced environment with changing workload demands
  • Experience in a professional services consulting firm (environmental/engineering/planning) is considered an asset

Why choose Dillon

Dillon is powered by people who are technically proficient, passionate about socially important projects, and motivated to deliver superior, tangible results. We strive to remain at the forefront of technology and innovation, and are empowered to continually grow and develop.


We live our core values:


  • Reliability: words that result in actions build trust;
  • Achievement: do the work to hit the target;
  • Continuous development: always learning; always adapting; always growing;
  • Creativity: discover new possibilities;
  • Courage: do the things that matter, especially when it’s hard;
  • Inclusiveness: enabling belonging to draw strength from our differences

In addition, we offer:

  • Employee share purchase plan
    • Dillon is 100% employee owned and share ownership is open to all full-time regular employees
  • A competitive compensation package
    • Comprehensive health benefits
    • Generous retirement savings plan
    • Student loan repayment assistance with matching employer contributions
  • Flexible work hours and remote working options
    • Dillon values its staff and the contributions that are made each day and understands that work arrangements can differ based on personal needs and business needs.  We are taking a trust-based approach to offer a variety of flexible and remote work options to help balance the competing demands of work and personal life
  • Learning and Development opportunities
    • As a knowledge-based business, the organic growth of our knowledge and skills occur through our work performance and roles. The creation and sharing of knowledge allows us to take local knowledge to scale, capture lessons learned through experience, and continuously improve service delivery. The development of self and others is an evident and measured core behaviour within our organization
    • We use a composite approach to development including coaching to build the how, mentoring to share lessons, advising to round out perspectives, and co-creation of knowledge through internal learning opportunities
  • Focus on Innovation
    • The ability to anticipate, examine, and adopt new and innovative solutions is a crucial driver for the continual and progressive advancement of our business performance. In our culture, people are empowered to reflect and question current practices and seek forward looking solutions to today’s problems and tomorrow’s opportunities
  • Employee and Family Assistance Program (EFAP)
    • A variety of EFAP tools and online resources to support well-being are available to all employees
  • Wellness Subsidy
    • Our employees can take advantage of wellness subsidy that can be put towards expenses for a variety of health and/or wellness related activities such as gym membership, purchase of home fitness equipment, yoga classes  and dance classes

About Dillon

Dillon is a proudly Canadian, employee-owned, professional consulting firm specializing in planning, engineering, environmental science and management. We partner with clients to provide committed, collaborative, and inventive solutions to complex, multi-faceted projects. With over 20 offices and more than 1000 employees across Canada, Dillon offers a wide range of services related to building and improving facilities and infrastructure, protecting the environment, and developing communities.


Now operating for over 75 years, we continue to strive for excellence in everything we do. Dillon has been listed as one of Canada’s Best Managed Companies for the past 16 years and has the distinction of having achieved Platinum Club member status in this program.


Employment Equity, Diversity & Inclusion at Dillon:

Dillon is committed to the principles of employment equity, inclusiveness, and diversity within our organization. We strive to achieve a workplace where opportunities are based on skills and abilities and that respects and values differences. 


Inclusion is more than a word to us, it is the way we choose to run our business.

We encourage you to connect with us at if you require accommodation in the interview process.  We would love to hear from you!






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