Proposal Coordinator/Vendor Relations Coordinator
At Metricline Projects Ltd., we build strong teams that rely on each other to be successful, where
you are literally working for your peers. Our success is built from core values: safety, quality,
integrity, accountability, and teamwork.
We are a Calgary based industrial general contractor with in-house engineering and design
services, leading the industry in facility design for conventional fuels, renewable fuels,
renewable energy, and fertilizer industries. Helping our clients grow and merge into their
business opportunities while focussing on renewable energy, we are at the forefront of the global
energy transition.
Our team is looking for a full-time Proposal Coordinator/Vendor Relations Coordinator who is
looking for a fast paced, dynamic workplace and is driven to further their career. Metricline
Projects thrives on teamwork and cooperation and is looking for a candidate that will prosper
working in a group.
An important part of this role is working with a multidisciplinary team and communicating
effectively with people of all backgrounds. This role requires a strong attention to detail and a
natural ability to think outside the box and translate client requirements into clear, compelling
submissions.
The Proposal Coordinator is responsible for coordinating, preparing, and submitting high-quality
proposals in response to client requests (RFPs, RFQs). This role works closely with technical
teams, business development, and leadership to ensure submissions are accurate, compliant, and
competitive.
The Vendor Relations Coordinator is responsible for managing Metricline’s relationships with
vendors, suppliers, and subcontractors, including pre-qualification, onboarding, performance
tracking, and ongoing communication. This role works closely with estimating, procurement,
project management, and finance to ensure Metricline has the right partners in place to deliver
projects efficiently and competitively.
These two functions are intentionally combined at this stage and are structured so that the
responsibilities can be cleanly separated into two dedicated positions as Metricline continues to
grow.
Duties and Responsibilities:
Proposal Coordinator: Coordinate the end-to-end proposal process from kickoff to submission, ensuring on-time
delivery of high-quality proposals;
- Review RFP/RFQ documents, extract key requirements, deadlines, and deliverables, and
prepare compliance matrices;
- Develop proposal schedules, outlines, kick-off meeting agendas, and coordinate
contributions from engineering, construction, project management, and executive
stakeholders;
- Collaborate with subject matter experts to gather technical content and translate it into
clear, client-focused narratives;
- Write, edit, format, and proofread proposal sections including executive summaries,
company overviews, project experience, resumes, and technical responses;
- Maintain and update the proposal content library, including boilerplate, project profiles,
resumes, certifications, and reference materials;
- Assist in the preparation of pricing summaries, commercial tables, and bid forms in
coordination with estimating and project teams;
- Ensure all submissions meet client requirements, company standards, and Metricline
branding and style guidelines;
- Manage document control, versioning, and formatting across Word, Excel, and PDF;
- Manage CRM software and ensure consistency across platforms;
- Track proposal opportunities, deadlines, and outcomes in the opportunity pipeline;
- Support pre-qualification submissions, vendor registrations, and client portal uploads;
- Organize and facilitate proposal review sessions and incorporate feedback into final
documents;
- Assist with post-submission activities, including client follow ups, presentations,
clarifications, and debriefs;
- Observe new opportunities and showcase our company to new prospective clients;
- Keep management up to date on status of proposal activities and upcoming deadlines;
- Use existing company templates, tools, and resources to operate day-to-day activities;
- Encourage value creation initiatives;
- Actively participate in and support internal and external development and training
activities;
- Assist with the development and continuous improvement of proposal processes,
templates, and best practices;
Vendor Relations Coordinator:
- Maintain and update the Preferred Vendor List (PVL) and vendor master database,
including contact information, capabilities, and product/service categories;
- Pre-qualify, onboard, and document new vendors and subcontractors, including the
collection and review of insurance certificates, WCB clearances, COR certification, and
safety program documentation;
- Track vendor and subcontractor compliance documentation, including expirations and
renewals, and proactively follow up to keep records current;
- Issue, track, and compile RFQs and quote requests to vendors and subcontractors in
support of estimating, proposals, and project teams;
- Maintain vendor performance records and ratings, and flag concerns or recurring issues
to project management and leadership; Support purchase order administration in coordination with project managers and project
engineers;
- Track contracts, agreements, and expirations, including NDAs, MSAs, and standing
vendor agreements;
- Coordinate vendor visits, presentations, lunch-and-learns, and product demonstrations;
- Maintain organized vendor catalogs, datasheets, technical literature, and product
information for use by engineering and project teams;
- Serve as the primary day-to-day point of contact for vendor inquiries and routine
communications;
- Update CRM and vendor contact records to ensure consistency across platforms;
- Resolve vendor invoice and purchase order discrepancies in coordination with the finance
team;
- Support sourcing of project-specific equipment, materials, and services as required;
- Identify cost-saving and value-creation opportunities through stronger vendor
relationships and consolidation;
- Represent Metricline professionally with external vendors, subcontractors, and industry
partners;
- Assist with the development and continuous improvement of vendor management
processes, forms, and best practices;
Qualifications:
- The successful candidate shall have a diploma or degree in Business, Communications,
English, Marketing, Technical Writing, Engineering, Supply Chain, or a related field, or
demonstrate qualifications through past experience.
- Minimum 2 years of experience in proposal coordination, bid management, vendor
management, procurement support, or a similar role, preferably in a similar industry.
- Experience in construction, engineering, or EPC environments is an asset.
- Familiarity with vendor pre-qualification requirements (insurance, WCB, COR, safety
programs) is an asset.
- Advanced working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint,
Outlook), including advanced document formatting, styles, and templates.
- Experience or willing to work closely with AI considered an asset.
Requirements and Expectations:
- Ability to assess urgency and prioritize tasks accordingly;
- Willing to work occasional overtime and weekends only as necessary to meet client
response deadlines;
- Strong writing, editing, and proofreading skills with the ability to translate technical
content into clear, client-focused language;
- Proven attention to detail;
- Effective at communicating information through all mediums with multiple disciplines;
- Ability to build successful relationships with clients, vendors, and project teams;
- Comfortable serving as the primary point of contact for vendor and supplier
communications;
- Exceptional time management and organizational skills; Ability to manage multiple concurrent proposals, vendor activities, and competing
deadlines without supervision;
- Strong understanding of proposal best practices, document control, and submission
protocols;
- Proven ability to take responsibility for a variety of tasks and see them through to
completion;
- Outgoing personality and thrives when working outside their comfort zone;
- Takes initiative and drives tasks to completion, even when others are not available;
- Is an excellent listener and willing to ask questions to confirm a complete understanding
when things aren’t clear;
- Strives to exceed expectations;
Additional Information:
Compensation: Hourly, profit sharing
Job Type: Full Time
Work location: 100% in office
Field work may be required from time to time: <1%
Preferred start date: Immediately
All applicants must be legally entitled to work in Canada, and residing in Calgary and
surrounding area to be considered for the position.
If you are looking for a challenging role within a small growing company, this opportunity may
be for you. To apply, please forward your Cover Letter and Resume to [email protected].
We thank everyone for their interest in working for Metricline Projects; however, only those
candidates selected for an interview will be contacted.
Pay: $32.00-$35.00 per hour
Benefits:
Work Location: In person
