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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