The RFP Specialist manages the end-to-end solicitation process, including sourcing, qualifying, and submitting high-quality proposals. They collaborate with internal teams to ensure compliance and maintain the RFP response library and pipeline records.
The RFP Specialist owns the end-to-end solicitation process, from finding and qualifying opportunities through submission and follow-up. This includes RFPs, RFIs, RFQs, ITBs, tenders, and informal bids. The role works closely with Sales, Sales Engineering, Product, Marketing, Legal, and leadership to deliver high-quality, compliant, and on-time responses. The ideal candidate is organized, detail-oriented, and able to turn complex information into clear, persuasive content in English.
Key Responsibilities and Duties
Opportunity Sourcing and Qualification
Proactively source and monitor upcoming and released RFPs, RFIs, RFQs, and bids through portals, subscription tools, and market intelligence.
Qualify opportunities based on fit, scope, pricing potential, timelines, and strategic alignment.
Serve as a primary point of contact for RFP intake and internal distribution.
Deliver qualified RFPs to Sales Engineering/leadership for bid/no-bid decisions.
Monitor market trends, competitor activity, and upcoming contract expirations.
Build and maintain relationships with procurement officers, purchasing departments, and channel partners.
Proposal Development
Review solicitation documents to identify requirements, submission instructions, deadlines, compliance needs, and evaluation criteria.
Schedule and lead kickoff meetings with Sales and subject-matter experts to align on strategy, requirements, and timelines.
Partner with Sales, Product, and Marketing to craft strong, customer-focused responses.
Draft, edit, and format proposal content for clarity, consistency, and compliance.
Identify Certificates of Insurance (COI), required forms, and other supporting documents.
Track amendments, questions and answers, and changes to solicitation requirements.
Participate in draft and final reviews and incorporate feedback into final submissions.
Manage multiple proposals at once, prioritizing deliverables in a fast-paced, deadline-driven environment.
Submission and Follow-Up
Manage submission logistics, including electronic portals and required documentation, and ensure on-time delivery in the required format.
Follow up with Sales on the status of submitted RFPs and next steps.
Help Sales coordinate post-submission requests from prospects.
Ensure compliance with internal policies, legal requirements, and customer expectations.
Content, Systems, and Reporting
Administer Loopio, including content, user access, RFP records, and statuses.
Maintain the RFP response library, proposal templates, standard language, and reusable content.
Maintain Starbridge, and all other software used for RFP assistance.
Maintain a centralized RFP pipeline and ensure opportunities are accurately logged in Salesforce.
Report on RFP activity, win/loss trends, and pipeline health.
Continuously improve RFP processes, templates, and content quality.
Knowledge, Skills, and Abilities
Fluent, professional-level English, both spoken and written, is required. All proposals, internal communication, and customer-facing content are in English. Candidates will be assessed on English writing and speaking during the hiring process.
Bachelor’s degree in business, Communications, Marketing, or a related field, or equivalent experience.
2–4 years of experience managing RFPs, RFIs, or similar proposal processes, or in RFP sourcing, sales operations, or business development.
Exceptional writing, editing, and communication skills with strong attention to detail.
Experience reviewing and interpreting RFP, RFQ, and contract documentation.
Proficiency with Microsoft Office and RFP management tools (e.g., Loopio, RFPIO, or similar).
Familiarity with CRM systems; Salesforce preferred.
Strong project management and organizational skills, with the ability to manage multiple deadlines.
Ability to work cross-functionally and influence stakeholders without direct authority.
Experience in technology, SaaS, or transportation industries preferred.
“I was the first applicant for a remote marketing position that got listed on the company website the same day I applied. Had an interview within 48 hours!”
— Sarah J.
·
Marketing Manager
★★★★★
Verified
