Job Description

Overview:
American Process Group (APG) exists to solve the critical residuals issues facing our customers, both large and small. Our unique approach is not only what differentiates us, but also what makes us successful. We provide a broad range of services and solutions including mechanical dewatering, both in mobile and fixed facility applications, dredging, lagoon cleaning, digester cleaning, tank cleaning, solids transportation and solids disposal, both landfill and beneficial reuse.
We are seeking a detail-oriented and proactive Contract & Proposal Coordinator to support our Business Development and Project teams in achieving strategic growth across Canadian and U.S. operations. This role plays a pivotal part in managing the full contract lifecycle--from bid review to contract execution--while ensuring smooth coordination between internal stakeholders and external partners.
Reporting to the General Manager, the Contract & Proposal Coordinator will also oversee licensing, insurance, and bonding documentation, and provide operational support for cross-border activities and legal matters as needed. Responsibilities:
Proposal & Bid Coordination

• Review bid and tender documents to extract key terms and provide actionable insights to proposal teams.
• Collaborate with Business Development to ensure bid submissions meet jurisdictional and contractual requirements.
• Coordinate prevailing wage validations with payroll and finance teams prior to bid submissions.

Contract Administration

• Facilitate contract finalization and execution for awarded projects in collaboration with project teams.
• Support contract interpretation, change order documentation, and compliance tracking throughout project delivery.
• Manage subcontractor agreements and documentation in partnership with project leads.

Licensing & Documentation Management

• Oversee contractor license applications, renewals, and updates across Canadian and U.S. jurisdictions.
• Maintain business registrations and ensure timely renewals and governance updates.
• Research and implement new licensing requirements as the company expands into new regions.

Insurance & Bonding Coordination

• Serve as the primary liaison with insurance and bonding providers.
• Coordinate annual policy renewals and issue certificates of insurance as required.
• Arrange bid and performance bonds in collaboration with internal teams and brokers.

Operational & Legal Support

• Maintain accurate Director's Resolutions in coordination with corporate legal teams.
• Support CBSA CARM portal registration and maintenance for cross-border operations.
• Collaborate with the Operations Coordinator on cross-border compliance and logistics.
• Assist with litigation coordination and legal documentation when required.

Qualifications:
Requirements

• 7-10 years of experience in contract administration, proposal coordination, or legal operations.
• Post-secondary education in business, law, or administration (preferred).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Commissioner of Oaths designation is considered an asset.
• Flexibility to work outside regular business hours when necessary.

Core Competencies

• Strong organizational and priority management skills.
• Ability to review documents for completeness, accuracy, and strategic relevance.
• Meticulous attention to detail and follow-through.
• Proactive, autonomous, and solution-oriented mindset.
• Excellent written and verbal communication skills.
• Ability to manage deadlines and perform under pressure.

If you are ready to make an impact in the water processing industry, we invite you to apply for the Contract & Proposal Coordinator position at American Process Group today!

Skills Required