Bid Coordinator/Specialist
Vialto Partners · Toronto
Company Description
Join the leader in global work. Vialto helps leading organizations identify, develop, and execute their workforce priorities with confidence. Our practice areas include global tax, immigration, rewards, advisory and Vialto private, and our team is the gold standard in navigating the complexities of cross-border compliance, and workforce strategies. We look for people our clients and assignees can count on to thoughtfully deliver clear solutions to complex problems.
To be the best in the business, we cultivate a dynamic, highly collaborative culture that fuels the growth of our people. We invite you to inquire boldly, learn deeply, and grow endlessly with us. You’ll work alongside recognized experts, shaping people-first, technology-driven solutions that drive the future of work. We help our clients achieve their goals and imagine new possibilities. And we can do the same for you. Whatever your aspirations, Vialto can help you find your way.
Job Description
As a Proposal Specialist you will support Pursuit Strategists and Proposal Managers in developing, coordinating, and delivering high-quality client proposals across strategic and competitive pursuits. You will serve as a key contributor across coordination and content development; ensuring every submission is client-focused and aligned with our firm’s services and value proposition.
This role requires strong writing and editing capability, disciplined follow-through, and effective collaboration with subject matter experts (SMEs), delivery leaders, and commercial teams. The role is delivery-oriented ensuring proposals are accurate, compliant, well-written, and submitted on time.
Responsibilities include but are not limited to:
Daily Core Activities
- Support Proposal Managers by reviewing new RFPs/proposal requests and breaking down requirements, deadlines and deliverables
- Draft and tailor proposal content, including executive summaries, service overviews, methodologies, bios, and case studies, using content libraries and templated assets.
- Edit and refine inputs from subject matter experts (SMEs) to ensure clarity, consistency, and client ready language
- Apply proposal writing best practices to improve structure, readability, and responsiveness to client requirements
- Load RFPs and proposal materials into the proposal automation platform and ensure projects are set up correctly
- Maintain proposal timelines, task assignments, and status updates within the proposal tool
- Coordinate day-to-day proposal activity, tracking inputs, sending reminders, and managing follow-ups
- Create and maintain shared working folders and ensure documents are accurately version controlled
- Support collaboration across contributors by managing working drafts and consolidating inputs
Additional Responsibilities (Weekly/Ad Hoc)
- Support proposal kick-off sessions, check-in meetings, and oral prep calls by preparing materials, documenting actions, and tracking follow-ups
- Perform compliance and completeness checks against RFP instructions prior to review and submission
- Support proposal submission activities, including uploads to client portals where required
- Assist with post-submission administration, including archiving materials and updating proposal records
- Identify recurring content and process issues and escalate to the Proposal Manager or Content Manager
Qualifications
- 2+ years’ experience in proposal writing, editing and bid support in a professional services, consulting, or B2B environment
- Excellent written English, with the ability to edit, simplify, and tailor content to different client audiences
- High attention to detail and strong document management skills
- Familiarity with proposal structures, formal RFP responses, and portals like Ariba, Jaggaer, or SAP
- Proficient in MS Word, PowerPoint, Adobe, and document formatting best practices
- Experience using tools like Loopio, Responsive, and SharePoint
- Proficient using AI in day-to-day work, especially Copilot and Claude
Key Attributes for Success
- Execution focused with a strong sense of ownership for assigned tasks
- Meticulous attention to detail with a focus on quality
- Able to work to direction and deliver consistently under time pressure
- Strong interpersonal communication skills
- Ability to prioritize and handle multiple tasks simultaneously
Why This Role?
- Play a pivotal role in winning new business for a fast-growing global services firm.
- Work closely with leadership and experts on high-impact, global opportunities.
- Develop deep expertise in proposal writing and editing within a growing proposal environment.
- Opportunities for advancement into senior pursuits, bid strategy, or commercial operations roles.
We are an equal opportunity employer that does not discriminate on the basis of any legally protected status.