Enterprise Project Specialist

Summary/Objectives

The Enterprise Project Specialist (EPS) coordinates the bid response process for RJ Young and Velocity1, ensuring proposals are accurate, complete, compliant, and submitted on time. This role manages multiple bid opportunities simultaneously, coordinating requirements, contributors, pricing, documentation, approvals, and deadlines from initial review through final submission.

Success in this role requires exceptional attention to detail, organization, independent judgment, and the ability to manage changing priorities and strict deadlines. The EPS proactively identifies requirements and potential risks, communicates clearly with internal stakeholders, and ensures each response accurately represents the capabilities and standards of RJ Young and Velocity1.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- Review incoming bid opportunities and supporting documents to identify scope, location, product/service requirements, deadlines, and other factors necessary to determine feasibility.

- Maintain the department calendar of potential and approved bids; coordinate initial scope reviews and schedule launch calls for opportunities approved for pursuit.

- Establish and maintain a response plan for each assigned bid, including a Needs List identifying required deliverables, responsible parties, formats, and due dates. Revise plans and assignments as bid requirements change.

- Review solicitations, attachments, addenda, and submission instructions to identify mandatory requirements, contractual terms, qualifications, forms, pricing requirements, milestones, and deadlines.

- Monitor contributor progress, follow up on missing or incomplete information, and escalate issues or developments requiring additional risk assessment or management attention.

- Coordinate pre-submission requirements and milestones, including notices of intent, pre-bid meetings or site walks, bidder questions, addenda, required documentation, and internal approvals.

- Develop, organize, write, edit, proofread, and format proposals, quotes, forms, and supporting documents using approved templates and content while adapting materials to customer requirements.

- Prepare and coordinate bid pricing in the format required by the customer. Verify quantities, rates, calculations, lease terms, service assumptions, applicable pricing programs, and consistency across pricing and proposal documents; obtain required written pricing approvals.

- Conduct a final review of each bid response to verify required documents, pricing, signatures, formatting, and supporting materials are complete, accurate, and consistent with bid requirements. Identify and document exceptions when necessary.

- Obtain required management approvals, submit bid responses through the required channel and format, and confirm successful submission before the deadline.

- Maintain accurate and complete bid records within the Master Tracker, shared calendars, Bid Desk mailbox, SharePoint, and other designated systems.

- Collaborate with Bid Desk teammates to monitor departmental communications, respond to or route inquiries, balance workload, and improve bid response processes and documentation.

- Manage special pricing requests, maintain current pricing information and program parameters, and communicate approved pricing to appropriate internal teams.

- Prepare and submit required monthly, quarterly, and annual transactional reporting for manufacturing partners.

- Remain current on relevant products, services, pricing programs, systems, and processes necessary to support accurate bid responses.

- Adjust work schedules when necessary to meet critical bid and submission deadlines.

Work Environment

This job operates in a professional office environment at corporate headquarters.

Physical Demands

The role involves prolonged periods of computer work and use of standard office equipment.

Position Type/Expected Hours of Work

This is a full-time position in which the employee is expected to work 8 hours a day (Monday – Friday) for a total of 40 hours a week at corporate headquarters. Additional hours may be required to meet bid deadlines.

Required Education and Experience

Some college ; 2-5 years of related experience

Preferred Education and Experience

Bachelors degree

Experience coordinating proposals, RFPs, pricing, grant applications, or deadline-driven document submissions.

AAP/EEO Statement

RJ Young provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Other Duties

This job description describes the primary responsibilities of the position and is not an exhaustive list of every task that may be assigned. Duties and priorities may evolve as business needs, products, and processes change. RJ Young will communicate significant changes to the role and provide guidance as appropriate when employees take on new responsibilities.