Bid & Proposal Specialist

Job Title: Bid & Proposal Specialist Classification: Non-Exempt Reports To: Director of New Business & Product Management Position Type: Full Time Work Schedule: M-F 8:00 AM – 5:00 PM Work Location: Headquarter, Kansas City, MO

Job Summary:

The Bid & Proposal Specialist reviews RFPs, IFBs, RFQs, state contracts, cooperative purchasing agreements, and other procurement documents for custom buses, vans, and commercial passenger transportation solutions. This role identifies technical requirements, evaluation criteria, compliance obligations, delivery schedules, warranty provisions, and contractual conditions, then works closely with sales teams and vehicle manufacturers to develop accurate, complete, and compliant bid and proposal submissions.

Essential Functions:

• Assist in evaluating RFP and bid opportunities.
• Develop, format, and compile bid and proposal responses.
• Track deadlines and support timely submissions.
• Maintain response libraries, templates, and boilerplate content.
• Coordinate input from technical, pricing, legal, and executive teams.
• Ensure responses meet customer requirements and company standards.
• Format and organize submission documents.
• Submit responses when the Bid/Sales Administrator is unavailable.
• Provide status updates, post-submission reviews, and bid tabulations.
• Maintain document version control.
• Monitor bid portals and track opportunities.
• Understand product specifications and coordinate manufacturer quotes for sales.
• Support the Bid Team and Director of New Business.

Competencies:

• Technical aptitude and ability to interpret detailed bid requirements
• Exceptional attention to detail and accuracy
• Planning, organization, and deadline management
• Analytical thinking and practical problem-solving
• Clear written and verbal communication
• Cross-functional collaboration and follow-through
• Software proficiency and ability to learn product and proposal systems
• Adaptability and sound judgment in a deadline-driven environment
• Flexibility

Supervisory Responsibilities: None

Work Environment:

• May require occasional overtime to meet submission deadlines
• On-site, in office 100%

Physical Demands:

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

Required Education/Experience/Certifications:

• High school diploma or equivalent
• Experience with detailed requirements, business documents, or technical coordination
• Ability to interpret specifications and organize detailed information
• Strong communication, organization, problem-solving, and time-management skills
• Proficiency in Microsoft Office products, particularly Excel, and Adobe Acrobat
• Ability to learn product, CRM, document management, and bid systems
• Ability to manage deadlines independently and collaborate across teams

Preferred Education/Experience/Certifications:

• Associate or bachelor’s degree in a related field
• Government or commercial proposal experience
• Commercial vehicle, fleet, manufacturing, or upfitting experience
• Familiarity with compliance matrices, technical specifications, CRM systems, SharePoint, and bid portals

Travel Requirements: None Other Duties This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice. AAP/EEO Statement Master’s Transportation is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws. Master's Transportation is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.