RFP Specialist

Location: Remote

Please submit your resume in English when applying

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.

Salary: 8M COP/month + benefits.
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