Proposal Production Support Agent

Job Description - Proposal Production Support Agent )

Proposal Production Support Agent - ( )

Proposal Production Support Agent

Key Responsibilities

• Produce the initial template and layout of proposals (Word, InDesign, PowerPoint) in accordance with WSP visual identity and standards.
• Review tender documents and extract the compliance matrix, including required deliverables, evaluation criteria, forms, formatting requirements, page limits, and deadlines.
• Format tables, figures, schedules, and organizational charts provided by technical teams.
• Perform compliance and consistency reviews (numbering, cross-references, typographic consistency, French language quality) prior to review committees.
• Prepare administrative documents and submission forms, and assemble final versions for delivery through SEAO and other portals.
• Maintain and enrich the reusable content library (boilerplates, project sheets, résumés, images) in SharePoint.
• Track proposal production schedules and notify proposal managers of timeline risks.
• Plan and lead proposal kick-off and follow-up meetings with Quebec-based teams.

Desired Profile

• College diploma or university degree in one of the following disciplines, or any other relevant field:
  • Architecture
  • Landscape Architecture
  • Urban Planning and Urban Design
  • Mobility and Transportation
  • Civil Engineering
  • Geography and Land Use Planning
  • Graphic Design or Environmental Design
  • Communications
  • Publishing/Editing
  • Business Administration
• Education or experience in a planning-related discipline (architecture, landscape architecture, mobility, urban design) is considered a significant asset, as it facilitates understanding of technical content and proposal terminology.
• 3 to 5 years of experience in proposal support, bid coordination, technical editing, or document production, ideally in consulting engineering or professional services.
• Knowledge of the public procurement environment (a strong asset: Quebec market, SEAO, weighted evaluation grids).
• Strong attention to detail and ability to deliver under pressure and strict deadlines.
• Self-sufficiency, strong organizational skills, and ability to manage multiple proposals simultaneously.
• Strong interpersonal skills and ability to work remotely with multidisciplinary teams.

Technical Skills

• Advanced proficiency in Word (styles, templates, tables of contents), PowerPoint, and Excel.
• Advanced proficiency in InDesign; knowledge of Illustrator and Photoshop.
• Comfortable using SharePoint, Teams, and Microsoft 365 collaboration tools.
• Knowledge of mapping tools (QGIS, ArcGIS) and Adobe Acrobat is an asset.
• Ability to independently learn internal tools and templates.
• Comfortable using generative AI tools (Microsoft 365 Copilot or equivalent) to accelerate first drafts, summarize tender documents, support content rewriting, and perform language review.
• Ability to create effective prompts and critically validate AI-generated content, ensuring technical accuracy, alignment with WSP templates, and high-quality French language standards.
• Adherence to WSP internal guidelines regarding responsible AI use and client data confidentiality.

Success Indicators

• Number of proposals supported and production hours transferred to the GCC.
• 100% compliance with submission deadlines and requirements.
• Reduction in time spent by senior professionals on formatting and proposal assembly.
• Contribution to improving proposal win rates.

Special Conditions

• Schedule aligned with the Eastern Time Zone (Montreal).
• Peak workload periods during proposal submissions may require flexibility.
• Daily collaboration with teams in Montreal and other Quebec offices.