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Proposal Writer

Ottawa, Ontario
JOB SUMMARY
The Proposal Writer creates written documents in response to clients’ RFx.  Working with the recruitment, sales and management teams, the Proposal Writer develops Technical / Financial proposals in response to solicitation documents such as: Request for Supply Arrangements and Standing Offers (RFSA /RFSO), Request for Proposal (RFP), Request for Quote (RFQ), Request for Information (RFI), Letters of Interest (LOI), Task Authorisations (TA). 
The Proposal Writer works in accordance with NFR’s Vision and Values (CHART: Communication, Honesty, Achievement, Relationships, Teamwork).
 

RESPONSIBLITIES & DUTIES
 
1.  Responsibility: Monitor bid portals
Duties include:
  • Review postings on bid portals (Buy & Sell, MERX, Jaggaer, etc.) to identify applicable opportunities and, as appropriate, to ensure NFR is invited to relevant RFPs.
  • Request to participate in the solicitation process as appropriate with NFR’s goals and focus areas.
2.  Responsibility: Determine client requirements
Duties include:
  • Receive solicitation documents and read through them.
  • Attend strategy meetings, offer insight on bid requirements and level of effort required to develop a proposal, and assist sales and management teams in making a go/no-go call.
3.  Responsibility: Participate in solicitation reviews and determine response requirements
Duties include:
  • Prepare a quick score matrix based on the solicitation’s statement of work/requirement and technical criteria (mandatory and point-rated). Upload the quick score matrix to the order record in the company CRM and enter QA deadlines.
  • Participate in a meeting with the recruitment and sales team representatives to go over solicitation details; provide recommendations to help recruiters/account managers develop the recruitment strategy.
  • Communicate with sales and management teams, identify the necessary information sources to develop proposal response (i.e., recruitment team – resources, management – corporate qualifications, sales – additional information from clients, etc.).
4. Responsibility: Develop candidate submissions and overall proposal
Duties include:
  • Write, edit, and prepare RFP and/or TA responses, including matrices and resumes for final delivery.
  • Review candidate profiles and resumes against the requirement matrices to confirm that the candidate matches client requirements.
  • Conduct a gap analysis, review selected projects against the technical requirements, identify missing information, and prepare questions for candidates to fill in the gaps.
  • Conduct research to gather necessary information, address gaps, eliminate project overlaps, and update candidate resumes to align them with client requirements.
  • Conduct CRM and Internet searches to gather necessary information and develop corporate qualifications documents.
  • Fill in the pricing schedules.
  • Populate technical matrices with relevant information, assembling technical and financial proposals.
  • Compile, review, and edit bid documents, e.g. technical and financial proposals, certifications, and additional information sections.
  • Perform thorough Quality Assurance (QA) to ensure the final response is in line with established style and level of quality.
  • Submit proposal response drafts to the VP of Consulting Services for initial review, edit bid response documents based on their notes, and obtain approval for final drafts.
  • Produce high-quality proposal responses using established templates and following proposal writing best practices, including clarity, coherence, and tone.
5.  Responsibility: Submit proposals and monitor progress
Duties include:
  • Meet proposal deadlines, send/deliver proposal responses, update CRM records, and schedule follow-ups with client contracting team to ensure that all parties honor solicitation timeframes.
  • Track solicitation updates, including cancellations, awards, losses, reissues, etc.
  • Update company CRM, quarterly report sheets, and vehicle usage reports (for Federal Government only) with relevant information.
  • Monitor proposal response development progress; provide updates to sales/management teams.
  • Submit Federal Government procurement vehicle usage reports through Centralized Professional Services ePortal (CPSS).
6.  Responsibility: Be a productive and positive member of the NFR Team
Duties include:
  • Attend daily meetings to provide priorities and updates.
  • Develop quarterly reports, recording wins and losses.
  • Participate in monthly coaching and mentoring sessions with supervisor to review metrics and goals.
  • Assist with training of recruitment and proposal team members as applicable.
  • Assist recruitment team with task authorization and replacement processes, preparing candidate resumes and supporting documentation.
  • Create, maintain, and update knowledge transfer documents (e.g., proposal development process guidelines, resume preparation instructions, proposal templates, bid portal navigation manuals, etc.).
  • Assist with job opportunity and candidate database maintenance to ensure data is accurate and up to date.
  • Accomplish organization goals by accepting ownership for new and different tasks as needed.
7.  Other Duties as Required
QUALIFICATIONS
 
Education:
  • Post-secondary degree or diploma, preferably in Business/Human Resources, an asset.
 
Other Experience or Training:
  • 2+ years of experience writing proposals for public (i.e., government) and private sector clients.
 
Technical Skills:
  • Experience using various office automation software, including MS Office Suite (MS Word – advanced, MS Excel – intermediate, MS Outlook/Calendar – advanced, SharePoint – intermediate).
  • Good understanding and experience with an Applicant Tracking System and/or CRM systems.
  • Proficient with Zoom, Webex, MS Teams, Google Hangout, and other video platforms.
  • Experience with vendor management systems is an asset
Other Minimum Qualifications/Skills:
  • Ability to work under pressure and meet tight deadlines.
  • Exceptional written and verbal communication skills in English.
  • French language skills an asset.
  • Excellent interpersonal skills – naturally collaborative with a focus on supporting the achievement of team and organizational goals.
  • Strong professionalism and work ethic: discretion, confidentiality, reliability, and good judgment.
  • Exceptional editing skills and attention to detail.
  • Proven ability to successfully manage time and multiple priorities in a fast-paced environment.
  • Demonstrated track record in self-motivation and achieving results.
  • Adaptability and readiness to deal with changing priorities.
  • Able to work well both independently as well as part of a team. 
  • Must be eligible for a Government of Canada security clearance.
  • Able and willing to work long hours when required.
  • Able to stay focused and work productively in an open work environment with an open-door policy.
DURATION:  Permanent

NewFound Recruiting is a Canadian professional services company, headquartered in Ottawa, Ontario and is one of Canada’s leaders in Professional Staffing and Recruiting. Currently, NewFound Recruiting is servicing clients across Canada, having established relationships in Ontario (Toronto and Ottawa), Alberta, British Columbia, Quebec, and Newfoundland. By applying innovative techniques, we match the right candidate with the right position. Our 20 years of industry experience gives you the assurance that we will provide the right answers to your difficult questions.

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