Proposal Specialist

Staples - Ottawa, ON (30+ days ago)

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DescriptionJob Summary:
Reporting to the proposal team manager, the proposal specialist is responsible for project managing and producing proposals for prospective and existing clients to generate sales opportunities.

The proposal specialist will also assist with various complex proposals to ensure that internal processes are followed and that project timelines are met.
Project manage the RFP process from the initial stage to project completion.
Write proposals/presentations that creatively demonstrate our company’s features and benefits.
Coordinate tender process by assigning tasks and timelines to meet response deadlines.
Gather and organize data from other departments to provide an effective presentation for internal sales staff.
Assume responsibility for RFP/tender responses and submissions.
Strategize with sales team on the best method to communicate our capabilities so they align with our customers’ RFP requirements and goals.
Maintain database of all proposals and presentations, assuring they are continually up-to-date.

Key Responsibilites:
***** This is a 1 year contract ***

Impact on Business (i.e. business contribution; nature and scope of responsibility; risk and financial management; strategic vs. tactical vs. delivery orientation. See the above job summary for detailed responsibilities.

This role greatly impacts business revenue by managing and leading the proposal process to win new clients and new business with existing clients for all lines of business. This includes interpreting the RFP requirements to develop a response strategy and project managing the RFP team to bid completion. The proposal specialist manages and develops winning proposals for mid-market customers to our large national, North American, and global customers valued up to $10,000,000 or more.

The proposal specialist’s project management keeps the entire project team on track and in compliance with the RFP criteria which is essential to the proposal evaluation. The language in our responses is critical to the evaluation and award of customer proposals, leading to retaining or winning customer business.

Innovation and Change (i.e. improvements to procedures, services, or products, as well as development of new ideas, methods, techniques, services and products)
Development of new and improved proposal content for our current lines of business: office supplies, paper, toner, and facility supplies.
New growth in proposal content for extended lines of business: PPE, breakroom, technology, print, etc.
Leading our new method of proposal responses through proposal management software.
Developing a better alignment alignment with internal subject matter experts at the executive and management levels in all areas of our business.
Communication/Interactions: Internal & External Customers / Suppliers as well as Third Parties (i.e. include level or job title of customer relationship and the nature of the customer relationship management and service delivery as well as the type of interaction; adapt/exchange of information, influence, or negotiate)
Internal customers: sales, management, and executive teams to exchange information and influence strategy.
External customers: Staples’ current and potential customer base to influence through RFP communications
People Leadership (i.e. staff management; accountability for hiring, coaching, training, conducting performance review, determining pay actions)
Responsible for leading an RFP project team.
Accountable for determining and gathering critical information from the correct subject matter experts and team members.
Business Strategy (if contributes to business strategy; is position responsible for defining, modifying or executing and is focus on long term (typically 3-5 years) or short- to mid-term (12-18 months))
Contributing to our business strategy regarding our business development, winning/retaining more customers through RFP


Compliance to customer RFP criteria.
Win rate (percentage of RFPs won, dollar value of RFPs won).
Number of RFPs completed per month/year.
Minimum 2–5 years’ experience in a proposals or communications job role.
A university degree with emphasis on communications, marketing, and/or journalism.
Professional Certifications/Licenses
Proposal Management Professional (APMP)
Project Management Professional (PMP)
Professional Knowledge/Experience
Project management skills: Demonstrated ability to keep projects on track through proactive communication, prioritization, problem solving, time/task management, ability to manage multiple projects, organization, etc.
Advanced computer skills: Must have advanced skills in the entire MS Office Suite including Word, Excel, PowerPoint, and Outlook, and an ability to learn new software quickly.
Excellent communication skills, both verbal and written, to clearly explain concepts in professional documents using easy-to-understand English.
Strong writing and editing skills with meticulous attention to detail and strong command of punctuation and grammar.
Detail-oriented with excellent reading comprehension.
Demonstrated ability to follow departmental rules and guidelines and provide necessary team support.
Knowledge and experience with proposal management software preferred.
Strong ability to manage change from a communications perspective.
Other Skills
Excellent and in-depth understanding of Staples’ product and service offering, translating this into a selling strategy unique to each customer’s RFP requirements.
Ability to handle multiple priorities and effectively manage multiple projects simultaneously in a fast-paced environment.
Strong interpersonal skills.
Adaptability, resiliency, and flexibility.
Ability to influence at all levels.
Solution-focused for business.
Ability to meet tight deadlines.
Ability to work effectively both as part of a team and independently.
Detail orientation, objectivity, and accuracy of information.
Bilingual in English and French a definite asset.
Must be able to work well under minimal supervision as a part of a fast-paced team.
Ability to learn quickly.
Ability to work under pressure, especially under tight client deadlines.
Strong interpersonal skills.
Strong analytical skills and business acumen.
Staples is committed to providing accommodation to people with disabilities throughout the job application and interview process to the point of undue hardship. If you require an accommodation during the application or interview process, please contact a Customer Care Representative at 1-866-782-7537.

Staples is an equal opportunity employer and an accommodation will be provided during the hiring process if requested.