RFP Specialist
Remote
Full Time
Mid Level
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
About Zonar:
Smart Fleet Management Solutions | Zonar
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.
- 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.
About Zonar:
Smart Fleet Management Solutions | Zonar
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