Procurement / Proposal Submission Specialist

Job Summary

We are seeking a Procurement / Proposal Submission Specialist responsible for reviewing procurement opportunities, preparing compliant supplier responses, coordinating required documentation, and submitting proposals through electronic sourcing platforms. The candidate will ensure that all proposal requirements, specifications, deadlines, certifications, and supporting documents are properly completed and submitted.

Key Responsibilities

• Review RFPs, RFQs, bids, and other procurement solicitations.

• Analyze solicitation requirements, specifications, deadlines, and submission instructions.

• Identify all mandatory forms, certifications, attachments, pricing information, and supporting documents.

• Coordinate with internal teams to collect information required for proposal submissions.

• Prepare and organize proposal responses according to the buyer's requirements.

• Upload proposals and supporting documents to electronic procurement platforms such as Jaggaer/Rowdy Exchange.

• Ensure every required section of a solicitation is completed accurately.

• Verify that proposals comply with specifications and submission requirements.

• Conduct final quality checks before submission.

• Track solicitation deadlines and ensure timely submission.

• Maintain records of submitted proposals and supporting documentation.

• Identify potential compliance issues that could result in a proposal being considered non-responsive or disqualified.

• Communicate with procurement/buyer representatives when clarification is required.

Required Skills

• Strong understanding of RFP, RFQ, and bid processes.

• Excellent written and verbal communication skills.

• Strong document review and attention-to-detail abilities.

• Ability to interpret procurement requirements and specifications.

• Proficiency with Microsoft Word, Excel, PDF, and electronic document-management systems.

• Ability to work with online procurement/sourcing portals.

• Strong organizational and time-management skills.

• Ability to manage multiple proposals and deadlines simultaneously.

Preferred Qualifications

• Bachelor's degree in Business Administration, Procurement, Public Administration, Communications, or a related field.

• Previous experience in proposal writing, procurement, contract administration, or vendor management.

• Experience working with government, university, or public-sector solicitations.

• Familiarity with Jaggaer or similar e-procurement platforms.

Key Performance Expectations

• 100% compliance with solicitation submission requirements.

• Accurate and complete proposal documentation.

• Timely submission before procurement deadlines.

• Proper organization of supporting documents.

• Effective coordination with internal stakeholders.

• Minimization of errors that could result in proposal rejection or disqualification.

Work Type

Role: Procurement / Proposal Submission Specialist
Department: Procurement / Business Development / Proposal Management
Employment Type: Full-time or Contract
Experience Level: Entry-level to Mid-level, depending on employer requirements