Bid & Proposal Specialist

Key Responsibilities

• Develop detailed customer proposals by interpreting bills of materials, engineering drawings, specifications, and other project documentation.
• Prepare internal pricing budgets that reflect accurate material, labor, and overhead costs in alignment with NovaTech pricing guidelines.
• Collaborate with Sales Account Managers to understand project scope, customer requirements, and competitive positioning before finalizing proposals.
• Consult with Sales Engineers throughout the proposal process to ensure technical accuracy and alignment with customer expectations.
• Coordinate with Engineering and Operations to validate technical assumptions and confirm solution feasibility during the proposal process.
• Track proposal status and maintain an organized record of submitted bids, revisions, and outcomes for future reference and continuous improvement.
• Research and apply current pricing for materials, components, and services using available databases, vendor quotes, and internal resources.
• Request and manage vendor pricing to support accurate and competitive proposal development.
• Participate in competitive strategy review meetings to inform pricing decisions and ensure proposals are positioned effectively in the market.
• Identify cost-saving opportunities or alternative configurations that maintain quality while improving NovaTech’s competitive position.
• Support periodic pricing database updates to ensure proposal tools reflect current vendor and market pricing.
• Escalate pricing exceptions or out-of-scope items to the Director of Sales for review and approval before inclusion in customer proposals.
• Respond to customer and Account Manager requests for proposal clarifications, revisions, and reconfigurations in a timely and professional manner.
• Prepare clear proposal narratives and supporting documentation that effectively communicate NovaTech’s solution and value to the customer.
• Cook up internally across Sales, Engineering, and Project Management to gather the information needed to build complete and accurate proposals.
• Maintain accurate records of proposals, bills of materials, pricing files, and project documentation in NovaTech’s systems.
• Generate and distribute standard proposal and budget reports for Sales team review and management visibility.
• Support continuous improvement of proposal templates, pricing tools, and administrative processes to increase efficiency and consistency.
• Represent NovaTech’s values of integrity, teamwork, service, and innovation in all interactions with customers, coworkers, and vendors.
• Manage competing deadlines effectively, communicating status proactively to the Sales team and escalating concerns when needed.
• Maintain confidentiality of customer information, pricing strategy, and internal cost structures.
• Contribute to a positive, collaborative team environment by sharing knowledge and supporting colleagues across departments.

Background & Abilities

• Education & Experience:
  • Associate’s degree in Business, Engineering Technology, or a related field. - Required
  • Bachelor’s degree in Business Administration, Engineering, or a related field. - Preferred
  • 2–4 years of experience in proposal generation, project estimating, sales support, or a related role in a technical environment. - Required
  • Experience developing bills of materials and interpreting engineering drawings or technical specifications. - Required
  • Experience in industrial automation, utilities, SCADA, or a related technical industry. - Preferred
  • Prior exposure to CRM systems, pricing databases, or proposal automation tools. - Preferred
• Skills:
  • Advanced proficiency in Microsoft Office Suite, particularly Excel for cost modeling and Word for proposal documentation. - Required
  • Strong written communication skills; ability to produce clear, professional proposals and correspondence. - Required
  • Ability to read and interpret bills of materials, engineering drawings, and technical specifications. - Required
  • Strong analytical and math skills with attention to detail in cost and quantity calculations. – Required
  • AI proficiency preferred. - Preferred
  • Familiarity with ERP or project management systems for documentation and reporting. - Preferred
  • Knowledge of the electric utility, SCADA, or industrial automation market. - Preferred
• Core Competencies:
  • Detail orientation – catches errors before they become problems and consistently produces accurate, complete work.
  • Time management – handles multiple proposal requests simultaneously without dropping deadlines or quality.
  • Collaborative mindset – works effectively across Sales, Engineering, and Operations to get the right answer, not just the fast one.
  • Customer focus – understands that a well-crafted proposal is often the customer’s first impression of NovaTech’s professionalism.
  • Adaptability – adjusts quickly to changing project scopes, new customer requirements, and evolving pricing conditions.