Operations & Bid Management Specialist

SOTI is committed to providing its employees with endless possibilities; learning new things, working with the latest technologies and making a difference in the world. Responsibilities: Bid Coordination and Management Lead the end-to-end bid process, ensuring timely and compliant submissions Coordinate input from cross-functional teams Maintain bid timelines and ensure alignment with client requirements Proposal Development Analyze RFPs/RFQs/RFIs and tailor responses to customer needs Craft clear, compelling proposals highlighting value and differentiators Ensure content quality, compliance, and consistency Bid Management SaaS Tools Use RFP Management platforms like Loopio, Responsive or similar to manage content and streamline workflows Develop, implement, and maintain a centralized Knowledge Management System for proposals and operational documentation Ensure proper categorization and version control of knowledge assets Train stakeholders on tool usage and manage system access Process Optimization & Guidelines Develop and refine internal bid request processes and workflows Create and enforce internal guidelines and best practices Establish clear intake and triage processes for new bid requests Stakeholder Collaboration Serve as the main contact for all bid-related activities Lead kick-off meetings and review sessions Coordinate with external partners when needed Compliance and Risk Review Ensure proposals meet legal, regulatory, and client-specific requirements Identify potential risks and collaborate on mitigation strategies Post-Bid Activities & Reporting Support clarifications, presentations, and contract finalization Conduct win/loss reviews and gather feedback Report on bid pipeline, outcomes, and performance metrics in Power BI Other Operations Responsibilities Support with operational projects, process improvements, and ad-hoc initiatives Assist with strategic projects and system optimization Partner with cross-functional teams to ensure alignment between the Global Operations department and other departments Provide flexible support across operations to ensure efficiency, scalability, and responsiveness to evolving business needs Requirements: Education & Experience Bachelor’s degree in Business, Communications, or a related field (or equivalent practical experience) 2–3 years of experience in bid management, proposal development, or sales operations within a B2B or software/technology-driven environment Technical Skills Proficiency with bid/proposal management tools (e.g., Loopio, Responsive, or similar platforms) Strong MS Office skills and familiarity with Salesforce Experience with the usage of reporting in Power BI (or equivalent) Core Competencies Excellent project management skills with the ability to coordinate multiple stakeholders under tight deadlines Strong understanding of RFP compliance and structured documentation processes. Strong business writing and editing skills; able to produce clear, persuasive, and compliant proposals Detail-oriented with strong organizational and time management abilities Collaboration & Communication Demonstrated ability to work cross-functionally with sales, sales engineering, legal, finance, products, security & compliance and other teams Confident communicator who can facilitate meetings, drive consensus, and manage diverse input Experience engaging with external partners or clients during bid processes is a plus Mindset & Approach Adaptable, proactive, and resourceful - comfortable managing ad-hoc projects and operational initiatives Continuous improvement mindset with experience in process optimization Ability to work independently while balancing collaborative team responsibilities #LI-CC1 If you want to bring your ideas to life, apply at SOTI today. Please note that SOTI does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Services Agreement with agency/recruiter, SOTI will not consider or agree to payment of any referral compensation or recruiter fee.