Bids & Proposals Specialist in Indianapolis, Indiana at Project Lead The Way (PLTW)

OVERVIEW

The Bids & Proposal Specialist is responsible for managing and optimizing PLTW's bid and proposal function to support organizational growth and mission impact. This role oversees the full proposal lifecycle, including opportunity identification, bid qualification, proposal development, submission management, contract implementation, and bid renewal activities.

The Specialist proactively researches federal, state, district, and other funding opportunities aligned with PLTW's strategic priorities and collaborates cross-functionally to develop compelling, high-quality responses. This role serves as a key liaison across departments to ensure accurate, timely, and competitive submissions while supporting operational excellence throughout the bid process.

RESPONSIBILITIES

• Manage vendor registrations and procurement portals.
• Conduct initial RFP reviews and provide recommendations regarding bid/no-bid decisions.
• Monitor public procurement platforms, funding sources, government websites, and federal, state, district, and educational agency procurement channels to identify bid opportunities aligned with PLTW's mission, strategic objectives, and growth initiatives.
• Lead cross-functional proposal teams to ensure timely, complete, and high-quality proposal submissions.
• Coordinate proposal development by gathering information and content from internal stakeholders.
• Leverage proposal libraries, templates, and previous submissions to create compelling responses.
• Support proposal presentations, interviews, and follow-up activities as required.
• Track proposal activity and maintain reporting on opportunities submitted, awarded, lost, and pending.
• Analyze proposal outcomes and identify opportunities to improve bid strategy, processes, and win rates.
• Proactively engage with school districts and customers regarding expiring contracts and renewal opportunities.

Contract & Compliance Support

• Oversee completion of vendor setup documentation for prospective and existing districts.
• Coordinate completion and maintenance of required regulatory and compliance documentation, including CIQ, 1295, EDGAR, and other procurement-related forms.
• Support successful implementation and handoff of awarded contracts to internal stakeholders.

Strategic Research & Business Operations

• Collaborate with the PLTW Research team to identify funding sources commonly used to purchase PLTW programs and services.
• Communicate relevant funding opportunities and purchasing pathways to schools and district partners.
• Identify emerging trends, procurement practices, funding mechanisms, and best practices that may create new opportunities for PLTW.
• Recommend process improvements and operational efficiencies related to proposal development and contract management.
• Provide back-up support to the Office Manager and support organizational training, meetings, events, and logistics as needed.
• Maintain occasional on-site presence to support bid-related administrative activities.
• Other duties as assigned.

QUALIFICATIONS

• Bachelor’s degree in a related field or equivalent related experience is required.
• Bids and Proposal experience required.

PROFESSIONAL SKILLS

• A customer-centric approach to all internal and external interactions.
• Seeks and embraces diversity of thought, culture, and experience.
• Excellent written and verbal communication skills.
• Ability to build and nurture relationships.
• Superior organizational skills with strong attention to detail.
• Ability to work independently with a hands-on approach and minimal supervision.
• Excellent project management skills.
• Ability to work collaboratively in a team environment.
• Ability to work independently, resourcefully seek answers, and remove obstacles.
• Results oriented with the ability to consistently meet deadlines.
• Accountable and takes ownership.
• Complex problem-solving and analytical skills.
• Flexibility and adaptability.
• Ability to think and act strategically.

TRAVEL

• Occasional travel required.

WORK CONTEXT

• Regularly communicates with colleagues and leadership.
• Regularly use computers and other electronic equipment.
• Occasionally positions self to move objects weighing 10-15 lbs.
• Regularly remains in a stationary position during a typical workday.
• Legally eligible to work in the United States.

NOTICE: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the individual for this job. Duties, responsibilities, and activities may change at any time with or without notice.