July 19th, 2023

Proposal Coordinator

Please send your application to Laura Sears, lauras@mccallumsather.com

Firm Overview

mcCallumSather is a leading multi-disciplinary firm based in Hamilton, Ontario with a special focus on
sustainable design. We provide quality architecture, mechanical and interior design services through
an interdisciplinary perspective and an integrated design approach. We work in a dynamic team
environment and offer significant opportunities for growth within the firm. This job description is
provided as a general overview of the role and is not intended to be inclusive of all activities.

Mission: Advancing sustainable design intelligence
Vision: Transforming design to create a more resilient world


This position provides an exciting opportunity to learn more about the nuances of professional
services marketing, an exciting and valuable niche in the marketing field. You enjoy the art of the
chase, proofreading to find every comma that is out of place, and organizing large amounts of data.
Your primary responsibility will be to support our proposals team, including coordination of proposal
data and sub consultant team submissions, writing and proofreading fee letters, and other tasks
related to the production of exceptional, winning responses. There is room to grow this role into client
experience coordination, marketing support, public relations support and event management, based
on your interests. Reporting to the Marketing Lead, the proposal coordinator will fulfill an essential role
in the office as follows:


Support our pursuit teams, including coordination, writing, editing, and production/design of
proposals, fee letters and statements of qualifications, including:

  • Participate in the proposal process for multiple ongoing proposals as assigned, including
    design support, proofreading and content development as assigned
  • Coordination of consultant RFP submissions, including timely review for completeness,
    quality, and understanding of inclusions, exclusions and liability coverage
  • Coordination of critical proposal statistics and documentation
  • Client & market sector research to support client development planning initiatives and
    tailored campaigns
  • Design support for presentations/interviews
  • Support with CRM
  • Assist in maintaining marketing information to populate company data systems
  • Support in the production of marketing materials, promotions and presentations as required

Skill Requirements

  • Developing and maintaining a deep understanding of the firm’s services and areas of expertise
  • Strong communication skills and attention to detail, working and communicating with a variety
    of people including team members, clients, and consultants
  • Demonstrated interest in building your knowledge of marketing fundamentals and A/E/C
    industry terminology.

Software Knowledge

It is essential to have a strong skill base in the following software:

  • Advanced Microsoft Office
  • Adobe Creative Suite skills, including InDesign and Photoshop
  • Microsoft Project (advantageous but not essential)

Key Performance Indicators

  • Demonstrated attention to detail, and timely support of pursuit teams
  • Participate in SMPS and/or other professional organizations as appropriate
  • Maintain and enforce company brand standards and quality control procedures
  • Support the company mission vision and values and contribute to the company culture

Operational Key Performance Indicators

  • Completion of timesheets on a weekly basis
  • Timely support of marketing and pursuit teams, managing multiple deadlines and significant
    amounts of information

Minimum requirements

  • 1 year of professional experience
  • Writing and graphic design skills

Minimum requirements – education / licensing / certification

  • Recognized diploma or degree from an accredited post-secondary institution
  • Driver’s License