National Proposals Discipline Lead - Buildings
National Buildings Proposals Discipline Lead
Purpose of Job
This role coordinates the Australia Buildings proposals team to ensure proposals are adequately resourced, deadlines are met, and high-quality submissions are delivered consistently across the business. Acting as the central point of contact for proposal process improvements and technical changes, the position drives standardisation and consistency in pursuit and proposal practices while fostering a unified national Buildings pursuits team. The role provides mentoring, quality assurance, and targeted training to proposal team members, supporting capability development and continuous improvement across the function. Responsibilities include coordinating and developing opportunity and proposal documents using established tools, templates, and guidelines; supporting the implementation of pursuit strategies and response plans; conducting research and gathering company information to strengthen submissions; and ensuring all proposal outputs align with Stantec branding and quality standards. The role also manages proposal workflows, including task allocation and timelines, maintains relevant content and knowledge resources within SMKC and Pipeline, facilitates the sharing of best practices across sectors and business centres, liaises with the Strategic Pursuits team to ensure support for priority opportunities, and provides proactive assistance to the New Zealand Buildings Proposals team.
Essential Functions
The core duties and responsibilities fall into three broad categories: material development, opportunity response coordination, and knowledge and process management.
Material Development
• Be the centralised point of contact for technical changes in proposals processes, and be responsible for the dissemination of approved changes.
• Coordinates the preparation of written and graphical elements of opportunity response documents such as proposals, qualifications, brochures, flat-sheets and presentations.
• Ensure best practice content and collateral is hosted appropriately on shared platforms and is kept up to date by the buildings proposals staff.
• Interacts with operations personnel to support development of collateral.
• Proofs and edits relevant documentation for consistency.
• Ensures adherence to standards and templates to present a consistent appearance/style in compliance with Stantec’s branding guidelines.
• Coordinates with dedicated graphic design personnel and outside print vendors, as needed.
• May provide graphics and desktop publishing support.
Opportunity Response Coordination
• Works with designated response team members to develop opportunity response plans in alignment with our M&BD process.
• Set up ‘Pipeline’ number and prepare and assist in the establishment of the opportunity response.
• Organise and participate in response-related meetings (internal and/or client), as appropriate.
• Respond to requests (whether from internal & external client) in a timely manner.
• Liaise with internal & external clients as required to gather information to achieve a complete response.
• Monitor local and national Tender Portals and Industry Panels, where required, and distribute opportunities to relevant staff/ discipline.
• Manage local and national Tender Portals and Industry Panels, where required. Upload relevant insurances and pre-qualification documentation to Tender Portals to ensure continued compliance.
• Assist relevant staff to attain pre-qualification accreditations, to meet future opportunity requirements.
Knowledge and Process Management
• Develop and provide targeted proposals training for the National Buildings Proposals team.
• Updates/maintains non-opportunity specific / additional qualification and reference materials (including project proformas and personnel profiles, images, collateral materials, etc.) in SMKC.
• Interface and regularly updates Pipeline software.
• Create PPT for proposals (where required) to assist the Project Manager in the establishment of the proposed project cost budget.
• Comply with pursuit phase QC/QA requirements.
• Provide mentoring and QA support for all National Buildings Proposals team members.
• Support Bid Leaders to comply with pursuit phase Health and Safety requirements.
• Coordinate appropriate legal reviews of pursuit phase documentation and contracts.
• Work with specialist software and process (IE Buildings has Newforma and specific project setup requirements per discipline).
• Assist in the Request for Quote and coordination of subconsultants at proposals stage to ensure that the preparation of sub agreements post win will be accurate. Collect insurances and prequalification questionnaires and store in the subs database as required by the PMF.
Other
• Assist Marketing team to plan and coordinate local events in conjunction with their assistance, or as directed by the RD/PDL/BCOL/BL, where required.
• As directed by the RD/PDL/BCOL/BL, coordinate booking attendees to special events and conferences.
• Adhoc tasks as directed by the RD/PDL/BCOL/BL and Bid Leaders/PMs.
Individual Contributor
• Be accountable and drive quality by updating Pipeline and adhering to Stantec’s style guide / branding initiatives.
• Manage own workflow/outputs, within business priorities.
• Contribute by using your skills in bid writing / creative writing (where required).
• Undertake personal training opportunities to enhance skills.
• Always looking to be adding value to a specific opportunity, business centre operation.
People
• Support team and company Initiatives.
• Ensure all Buildings proposals staff are sharing best practice content and collateral.
• Promote and contribute to a sense of community, fun and team spirit.
• Regularly interact and engage with other members of the Buildings proposals staff and office.
Education
Tertiary qualification in relevant engineering (or other) field
.