Proposal Lead

About Swish Maintenance Limited

Swish is a well-established Canadian family-owned business operating since 1956. We provide professional-grade and environmentally responsible cleaning supplies and equipment across Canada, ensuring that workplaces and homes remain clean, safe, and hygienic. Our product range includes hand hygiene, surface disinfecting, kitchen and laundry warewash, floor care, mats, cleaning tools, powered equipment, safety PPE, and more. Our team is central to our success.

Role Overview

The Proposal Lead is integral to Swish's growth, managing and preparing bids and tenders for new business. This role demands excellent deadline management, the ability to analyze and clearly communicate complex contracts and requirements, and coordinating team efforts to produce compliant and compelling proposals aligned with customer needs and company standards.

Core Responsibilities

• Lead and oversee the end-to-end bid process including opportunity identification, requirement review, timeline, and action plan development.
• Submit compliant and professional proposals within designated customer deadlines.
• Coordinate contributions from sales, marketing, pricing, operations, and finance teams to consolidate bid information.
• Create, edit, and format bid documents ensuring clarity, compliance, and alignment with RFP specifications.
• Maintain an organized database of bid templates, past proposals, marketing materials, and pricing data.
• Ensure all submissions are accurate, consistent, and aligned with Swish’s branding and quality standards.
• Gather and incorporate feedback from internal stakeholders to enhance bid quality.
• Continuously refine and improve bidding processes and disseminate industry trends and insights within the organization.
• Monitor tender websites to identify relevant business opportunities and maintain a watchlist of publications and websites for lead sourcing.
• Research customer businesses to tailor proposals emphasizing their priorities and differentiating Swish from competitors.
• Establish and nurture relationships with key stakeholders including potential clients, partners, and subcontractors to facilitate bid coordination.
• Ensure all bid submissions comply with legal, procurement, certification, and regulatory standards.

Candidate Requirements

• Bachelor’s degree in business administration, marketing, communications, or equivalent experience.
• Demonstrated experience in bid coordination, proposal development, project management, or business development; experience in janitorial or facility maintenance industry is advantageous.
• Strong project management skills with the capability to handle multiple simultaneous bids and meet firm deadlines.
• Exceptional written and verbal communication with attention to detail.
• Proficiency in Microsoft Office Suite and bid management platforms.
• Analytical abilities to research, analyze data, and integrate insights.
• Strong interpersonal skills to collaborate effectively across departments and with external stakeholders.
• Familiarity with procurement processes, contract management, and legal frameworks is preferred.

Benefits & Employment Details

• Employment type: Full-time hybrid position based primarily remotely; candidates must reside within commuting distance of Peterborough, Ontario, and be available onsite as needed.
• Starting salary of $60,000 annually, with eligibility for annual performance bonuses.
• Vacation entitlement beginning at three weeks per year.
• Comprehensive benefits from the first day, including company-paid extended health and dental coverage.
• Company contributions to registered retirement savings plans (RRSP).
• Employee and family assistance program (EFAP) access.
• Recognition and reward programs celebrating employee achievements and contributions.
• Discounts on a wide range of products and services related to home, wellness, travel, and fashion.
• Continuous access to training and career development opportunities within a market-leading Canadian firm.

Additional Information

• Swish is an equal opportunity employer committed to diversity and inclusion.
• Accommodations are available upon request throughout recruitment and selection to support accessibility needs.
• Pre-employment background screenings including criminal record checks may be conducted as permitted by law and relevant to role requirements.
• Roles requiring operation of company vehicles also require valid driver's licenses and satisfactory driving records.
• Artificial intelligence tools assist in application screening but hiring decisions are made exclusively by human evaluators.