RFP Proposal Specialist at Sphera

| Chicago
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Sphera is a leading global provider of enterprise software and services that enables companies to manage and optimize their environmental, health, safety and sustainability. Our mission is to create a safer, more sustainable and productive world.

We are a portfolio company of Genstar Capital, a leading middle-market private equity firm focused on investments in targeted segments of the software, industrial technology, financial services and healthcare industries. We operate like a start-up tech company but have over $100 million in annual revenue, with more than 3,000 customers, and operate in 70+ countries.

We are guided by our core values of Customer Centricity, Accountability, Bias to Action, Innovation, and Collaboration. These values help us recruit the right talent to join our rapidly expanding team of nearly 700 Spherions around the globe. It is important to us that each and every Spherion is not only eager to challenge themselves and knows how to get work done but is an awesome addition to our company culture.

As the RFP/Content Specialist you will be spending the first several months helping lead the build out of our current RFP database by managing, organizing, and cleaning up response content from past Sphera bids and recently acquired companies' past bid responses. Once the build out is complete, your role as a Content Specialist will transition to a content caretaker and maintenance role. You will continue assisting the RFP Proposal Manager in managing and updating the proposal database, adding new content based on the most recent proposals and updating existing content within defined expiration timeframes. After that transition you will be supporting new sales and account retention initiatives by providing high-quality, on-time RFP/RFI responses. This will include initial response pre-fills using the RFP database, editing, proofreading, and formatting the response documents, as assigned. You will play a key role in RFP day-to day activities and help put together winning proposals.

Specific Responsibilities:

  • Works closely with sales, marketing, finance, legal, Customer Care, Sales Executives/Account Executives, Legal, Solution Engineering, SMEs, and others within the company to provide updated and accurate proposal content in support of the company's global sales efforts.

  • Manages proposal documents, file sharing, and version control to meet strict deadlines.

  • Follows established RFP and support request processes.

  • Continually adds to and improves the RFP repository and overall RFP process in order to use as resource for proposal creation, and other sales and company needs.

  • Co-leads proposal kick-off calls and status calls when assigned, as well as peer and management reviews and leads proposal planning calls, develops overall work plans/schedules, determines and communicates roles/assignments, monitors team progress, and organizes peer reviews.

  • Prepares final proposal documents in hard and soft copy in Microsoft Word and, if required, converts to Adobe Acrobat.

  • Ensures proposal quality by reviewing documents for branding, grammar, and proposal center standards to minimize errors and risks.

  • Handles follow-up work associated with RFPs moving to the next phase: coordinating answers, additional information requests, etc.


  • Bachelor's Degree

  • Minimum of 2 years of sales, marketing or related experience

  • Brings excellent written and verbal communications skills and has a strong attention to detail

  • Strong communication and interpersonal skills and the ability to work well with employees at all levels of a fast-paced organization.

  • Must be flexible to periodically work outside of regular business hours to meet tight  international business deadlines and workload.

  • Must be proficient in Excel, Word, Power Point, Adobe DC. Competency with Salesforce and SharePoint.

  • Familiarity with RFP Proposal software such as: e.g.: Loopio, Qorus, Qvidian, PMAPS, etc., a plus.

Sphera is an equal opportunity employer.  We evaluate qualified applicants without regard to race, color, age, gender identity, sexual orientation, marital status, parental status, religion, sex, national origin, disability, veteran status and other legally protected characteristics.

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Technology we use

  • Engineering
    • .NETLanguages
    • C#Languages
    • JavascriptLanguages
    • PythonLanguages
    • RLanguages
    • SqlLanguages
    • jQueryLibraries
    • jQuery UILibraries
    • ReactLibraries
    • ASP.NETFrameworks
    • VB.NETFrameworks
    • Microsoft SQL ServerDatabases
    • MySQLDatabases
    • OracleDatabases


We are located right off of the Randolph/Wabash L stop in the Prudential Plaza with fantastic views of the Lake Michigan & Millennium Park.

An Insider's view of Sphera

What’s the vibe like in the office?

One of my favorite parts of working at Sphera is the relaxed, friendly environment. The people here are just good people. Colleagues, including executives, are friendly and approachable. There’s no drama or cliques and everyone is easy to chit chat with. If you’re a nice person and you like to end everyday knowing you’ve done a good job, you’ll fit


Social Marketing Specialist

What does your typical day look like?

Each day I respond to design questions, consult on small self-contained design tasks with small deliverables, collaborate with other teams to ensure internal UX consistency, and make large strides on the main deliverables that will bring Sphera to the forefront of UX excellence in the EHS sector.


UX Designer

How do your team's ideas influence the company's direction?

We start each new product/significant feature with story mapping. The Product Owner knows what needs to be delivered, but the magic is unlocking our collective creativity in how we deliver it. This is where our teams really shine and drive innovation into our roadmap.


Chief Product Officer

How do you collaborate with other teams in the company?

Our Team tries to collaborate by aligning on goals and share with the other dev teams to initiate the support from collaborators. We regularly share the summary of our work to create a place where others can easily find this information.


Quality Analyst

What are Sphera Perks + Benefits

Sphera Benefits Overview

Sphera colleagues enjoy expansive company benefits that include Medical, Dental, Vision, 401k with a match, Paid Time Off, and much more.

Chicago-based employees enjoy a number of building amenities including free gym membership in the building, shuttle service to and from Union/Ogilvie stations, and plenty of restaurants and bars to chose from. Oh, and amazing views of Lake Michigan, Millennium and Grant Park(s)!

Volunteer in local community
We have three Sphera community days - Sustainability, Quality & Safety where we go out into our local communities and volunteer for a cause that is aligned with our mission.
Friends outside of work
Eat lunch together
Daily stand up
Open door policy
Group brainstorming sessions
Pair programming
Open office floor plan
Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Our FSA provides the ability for colleagues to contribute up to $2,650 annually to pay for out-of-pocket medical, prescription drug, dental, and vision care expenses.
Disability Insurance
Short-Term and Long-Term disability benefits include 60% coverage with applicable premiums and maximum payouts.
Dental Benefits
Dental coverage includes 100% coverage of the cost of preventative services including oral exams, cleanings, and x-rays with nominal monthly premiums.
Vision Benefits
Vision Benefits include comprehensive coverage for exams, lenses, frames, and contacts.
Health Insurance Benefits
Medical insurance for Sphera employees is provided through Cigna and features multiple plan options depending on individual/family coverage preferences.
Life Insurance
We offer company-paid life insurance with a payout of 1.5x annual salary for non-commission and 2x payout for commission employees. There is supplementary life insurance available as well.
Pet Insurance
Our Pet Insurance plan covers illness or injury as long as they are not pre-existing conditions. There is a nominal monthly cost to the employee.
Wellness Programs
Onsite Gym
We have an onsite gym in our Chicago location with membership at no cost to our employees.
Retirement & Stock Options Benefits
Sphera's 401(k) plan includes a number of different retirement strategy options to choose from.
401(K) Matching
Our 401k plan matches 100% up to 3% of employee contributions. In addition, we match .5% up to 6% of an employee's contribution. So if you contribute 6% your match would be 4.5%.
Performance Bonus
There is a wide variety of annual or periodic incentives above and beyond annual salary.
Child Care & Parental Leave Benefits
Family Medical Leave
We offer up to 12 weeks of family medical leave and all benefits are maintained throughout that period.
Vacation & Time Off Benefits
Generous PTO
Our PTO plan includes 18 days of paid time off not including holidays.
Paid Holidays
Our annual schedule includes 9 paid holidays.
Perks & Discounts
Beer on Tap
Casual Dress
We dress for our day at Sphera. Most days you will find colleagues in jeans but may spruce things up a bit if customers or vendors are in town...or if you just feel like it.
Commuter Benefits
We offer discounts for train, bus, and parking!
Company Outings
We actively support our mission through our three annual Community Days where all colleagues become more educated on Sustainability, Safety, and Quality.
Stocked Kitchen
The kitchen at Sphera headquarters is stocked with coffee, soft drinks, beer, wine, snacks, filtered water, and more!
Happy Hours
Happy hours occur at the office or out on the town...it just depends.
Fitness Subsidies
There is a gym in the building and available for all employees at no cost.
Professional Development Benefits
Promote from within
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