Bid & Proposal Specialist

At NovaTech Automation, we build the hardware and software that keep the electrical grid running—the systems behind the substations and controls that power homes, hospitals, and businesses every day. It's meaningful, high-stakes work, and we do it with a team that's smart, grounded, and genuinely enjoys solving hard problems together. If you're looking for a place where your work actually matters and where good ideas get heard no matter where they come from, we'd love to meet you.
Position Overview
The Bid & Proposal Specialist supports the Sales team by developing accurate, competitive proposals and internal pricing budgets for customers using bills of materials, engineering drawings, and other available resources. This role is a critical link between the sales process and project execution, ensuring that proposals are thorough, timely, and aligned with both customer needs and NovaTech’s pricing standards. Success in this role requires strong analytical ability, attention to detail, and a working knowledge of technical products and project costing. Key Responsibilities
Proposal Development
–  Develop detailed customer proposals by interpreting bills of materials, engineering drawings, specifications, and other project documentation.
–  Prepare internal pricing budgets that reflect accurate material, labor, and overhead costs in alignment with NovaTech pricing guidelines.
–  Collaborate with Sales Account Managers to understand project scope, customer requirements, and competitive positioning before finalizing proposals.
–  Consult with Sales Engineers throughout the proposal process to ensure technical accuracy and alignment with customer expectations.
–  Coordinate with Engineering and Operations to validate technical assumptions and confirm solution feasibility during the proposal process.
–  Track proposal status and maintain an organized record of submitted bids, revisions, and outcomes for future reference and continuous improvement.
Pricing & Cost Analysis
–  Research and apply current pricing for materials, components, and services using available databases, vendor quotes, and internal resources.
–  Request and manage vendor pricing to support accurate and competitive proposal development.
–  Participate in competitive strategy review meetings to inform pricing decisions and ensure proposals are positioned effectively in the market.
–  Identify cost-saving opportunities or alternative configurations that maintain quality while improving NovaTech’s competitive position.
–  Support periodic pricing database updates to ensure proposal tools reflect current vendor and market pricing.
–  Escalate pricing exceptions or out-of-scope items to the Director of Sales for review and approval before inclusion in customer proposals.
Customer & Internal Communication
–  Respond to customer and Account Manager requests for proposal clarifications, revisions, and reconfigurations in a timely and professional manner.
–  Prepare clear proposal narratives and supporting documentation that effectively communicate NovaTech’s solution and value to the customer.
–  Coordinate internally across Sales, Engineering, and Project Management to gather the information needed to build complete and accurate proposals.
Documentation & Systems
–  Maintain accurate records of proposals, bills of materials, pricing files, and project documentation in NovaTech’s systems.
–  Generate and distribute standard proposal and budget reports for Sales team review and management visibility.
–   Support continuous improvement of proposal templates, pricing tools, and administrative processes to increase efficiency and consistency.
Professional Expectations
–  Represent NovaTech’s values of integrity, teamwork, service, and innovation in all interactions with customers, coworkers, and vendors.
–  Manage competing deadlines effectively, communicating status proactively to the Sales team and escalating concerns when needed.
–  Maintain confidentiality of customer information, pricing strategy, and internal cost structures.
–  Contribute to a positive, collaborative team environment by sharing knowledge and supporting colleagues across departments.
And other duties, as assigned.

  Background & Abilities
Education & Experience
–  Associate’s degree in Business, Engineering Technology, or a related field. - Required
–  Bachelor’s degree in Business Administration, Engineering, or a related field. - Preferred
–  2–4 years of experience in proposal generation, project estimating, sales support, or a related role in a technical environment. - Required
–  Experience developing bills of materials and interpreting engineering drawings or technical specifications. - Required
–  Experience in industrial automation, utilities, SCADA, or a related technical industry. - Preferred
–  Prior exposure to CRM systems, pricing databases, or proposal automation tools. - Preferred
Skills
–  Advanced proficiency in Microsoft Office Suite, particularly Excel for cost modeling and Word for proposal documentation. - Required
–  Strong written communication skills; ability to produce clear, professional proposals and correspondence. - Required
–  Ability to read and interpret bills of materials, engineering drawings, and technical specifications. - Required
–  Strong analytical and math skills with attention to detail in cost and quantity calculations. – Required
–  AI proficiency preferred. – Preferred
–  Familiarity with ERP or project management systems for documentation and reporting. - Preferred
–  Knowledge of the electric utility, SCADA, or industrial automation market. - Preferred
Core Competencies
–  Detail orientation – catches errors before they become problems and consistently produces accurate, complete work.
–  Time management – handles multiple proposal requests simultaneously without dropping deadlines or quality.
–  Collaborative mindset – works effectively across Sales, Engineering, and Operations to get the right answer, not just the fast one.
–  Customer focus – understands that a well-crafted proposal is often the customer’s first impression of NovaTech’s professionalism.
–  Adaptability – adjusts quickly to changing project scopes, new customer requirements, and evolving pricing conditions.