RFP/Bid Coordinator

About Exemplifi

Exemplifi was founded in 2018 by Stanford technologists and is based in Palo Alto, the heart of Silicon Valley. We are experts in building and managing enterprise websites and have built websites for some of the biggest global brands. We believe in diversity, sustainability, and an open work culture which is why we are a federally certified Minority business and an environmentally friendly Green Business.

The Work We Do

We create sleek, modern, and efficient websites that look great and deliver phenomenal uptime, security, SEO, and accessibility. All of our clients are in the US and European markets. We work on four kinds of engagements: Website Builds, Site Redesigns, Regular Maintenance, and Lift-Shift projects (where we shift the CMS and don't do any redesign).

We have established partnerships with and are experts in the top CMS products including Adobe Experience Manager, Kentico, Drupal, Webflow, Contentful, and WordPress. As a company, we can deliver websites on any of these platforms.

What You Will Do

The RFP/Bid Coordinator plays a crucial role in the proposal development process by managing and coordinating all aspects of proposal requests (RFPs), bids, and other tender submissions. This role requires strong organizational skills, attention to detail, and working effectively under tight deadlines.

Responsibilities

• Collating Bids from Different Platforms: Monitor various procurement platforms, websites, and portals to identify relevant bid opportunities. Collect and collate bid documents, specifications, and requirements from multiple sources, ensuring accuracy and completeness. Coordinate with internal stakeholders to gather additional information or clarification as needed. Centralize and organize bid documents in a structured format for review and analysis during the proposal development process.
• Proposal Coordination: Coordinate the entire proposal development process from start to finish, ensuring adherence to deadlines and submission requirements.
• RFP Analysis: Review and analyze RFP documents to understand requirements, scope of work, evaluation criteria, and submission guidelines.
• Document Management: Organize and maintain a centralized repository of proposal-related documents, templates, and past submissions for reference and reuse.
• Compliance Checking: Ensure that all proposal elements, including technical responses, pricing tables, and supporting documents, comply with RFP instructions and formatting guidelines.
• Attendance at Pre-Bid Conferences: Participate in pre-bid conferences or meetings hosted by prospective clients or procurement agencies. Gather valuable insights, clarification on RFP requirements, and additional information about the project scope, evaluation criteria, and submission process. Take detailed notes during these conferences and disseminate relevant information to internal stakeholders to inform proposal development strategies and decision-making.
• Bid Coordination: Coordinate bid/no-bid decisions with internal stakeholders, including sales, legal, finance, and operations teams.
• Schedule Management: Develop and maintain proposal schedules, timelines, and milestones, communicating deadlines to team members and tracking progress.
• Quality Assurance: Conduct quality reviews of proposal drafts to identify and correct errors, inconsistencies, and areas for improvement.
• Client Communication: Serve as the primary point of contact for client inquiries related to proposal submissions, clarifications, and follow-up requests.
• Post-Submission Activities: Facilitate debrief sessions following proposal submissions to gather feedback, identify lessons learned, and inform process improvements.

Qualifications - PREFERABLE :

• Bachelor's degree in business, marketing, communications, or a related field.
• Proven experience in proposal coordination, bid management, or similar roles.
• Strong project management skills, including prioritizing tasks and managing competing deadlines.
• Excellent written and verbal communication skills, a keen eye for detail and accuracy.
• Proficiency in Microsoft Office Suite and proposal management software/tools.
• Familiarity with government procurement processes, RFP/RFQ best practices, and industry standards.
• Ability to work collaboratively in a fast-paced, deadline-driven environment.
• Strong organizational skills and a high level of attention to detail.

Good to Have Skills:

• Experience with CRM systems (e.g., Trello) and document management platforms (e.g., Google Drive).