Proposal Specialist

Geotab is seeking a Proposal Specialist with at least five years of proposal support or proposal management experience, preferably in the SaaS or technology industry. The ideal candidate has APMP certification or equivalent experience, along with experience developing and submitting government proposal responses, navigating government procurement portals, and supporting similar proposal development processes.

What you’ll do:

As a Proposal Specialist, you will perform a broad range of duties as a member of the RFX team. Your responsibilities include assisting with the development and management of proposals, bids, quotations, and government proposal responses for Geotab’s reselling partners and customers. You will coordinate proposal timelines, requirements, content collection, reviews, approvals, and submissions. You will also respond to vendor and security questionnaires and other documents describing Geotab’s products and services. You will navigate government procurement portals and ensure submissions meet all requirements and deadlines. In addition, you will support proposal-related projects focused on improving processes, tools, resources, and deadlines. You will collaborate with internal teams to gather accurate and relevant proposal content, support Senior Proposal/RFP Managers on large opportunities, and assist with monthly reporting and other administrative tasks.

How you’ll make an impact:

• Manage vendor profile and due diligence requests, security questionnaires, and small-medium sized proposals.
• Manage the end-to-end RFP process including creating response templates with existing content; conducting kick-off calls; engaging SMEs to provide input and validate responses; response writing, editing, and proofreading; finalizing proposals and making them customer-ready; coordinating proposal submissions; conducting debriefs; keeping Salesforce records up-to-date and accurate.
• Communicate regularly with internal stakeholders to ensure clear timelines, deliverables, and expectations are set.
• Regularly utilize AI to create work efficiencies and tools to drive velocity.
• Assist other RFX team members leading proposals in a supporting role.
• Assist with the training of new hires/interns and maintenance of the RFX Team Training Materials and Manuals.
• Contribute to RFX Team Projects, RFX content creation/refresh and update, and annual Team KPAs.
• Support the RFX Team’s content management process by updating and drafting content, as needed.
• Perform administrative tasks, contribute to the RFX Quarterly Report, and support the rest of the RFX team with tasks, as required.
• Participate in strategic review exercises to assess the efficacy of Geotab’s RFX activities.
• Responsiveness outside core hours may be needed during critical periods.

What you’ll bring to the role:

• 3–5 years of required previous experience in sales operations, proposal management.
• Experience in sales operations/proposal management.
• Experience working within a technical, SaaS, or engineering organization – knowledge of the high-technology industry is an asset.
• Proficient in using AI and quick to adapt to new technologies.
• Strong communication skills, especially with writing, proofreading, and editing.
• Self-motivated to learn, improve, and share/receive feedback.
• High accuracy and meticulous attention to detail.
• Able to work well under pressure and respond to fast-changing priorities and deadlines.
• Highly organized and able to manage multiple tasks and projects simultaneously.
• Strong interpersonal relationship-building skills.
• Strong analytical skills with the ability to problem-solve and make sound decisions.
• A strong team-player with the ability to engage with all levels of the organization.
• Technical competence using software programs, including Google Suite for business (Sheets, Docs, Slides), Adobe Professional, and various AI tools.
• Experience with CRM Tools (e.g., Salesforce) and other tools/systems (e.g., Jira, Loopio, etc.).
• Entrepreneurial mindset and comfortable in a flat organization.