Bid Specialist - SaaS US Facing

iPrime Services Pvt Ltd , NCR India; Dadri; On-site; INR 600,000 - 900,000; Full time

Job summary

iPrime Services Pvt. Ltd. is hiring a Bid & Proposal Executive to prepare, assemble and submit compliant responses to US RFPs, RFQs and RFIs, mainly for state and local government, airports, transit authorities, universities and enterprises. The role sits in the RFP team and reports to a US-based RFP Manager.

Location: Noida on-site with a shift overlapping US Eastern business hours. Experience: 3–6 years in bid management or proposal writing, with US RFP experience preferred. Type: Full-time.

Qualifications

• Graduate from a reputed college or university; B.Tech, BBA or MBA preferred.
• 2-4 years of hands-on bid or proposal work, with bids submitted end to end.
• Experience responding to US public-sector or enterprise RFPs, and familiarity with US procurement terms (RFP/RFQ/RFI, addenda, COI, W-9, set-asides).
• Fluent spoken and written English, comfortable on calls with US colleagues and clients; able to write clear, persuasive proposal content in US style.
• Hands-on, daily use of AI tools (ChatGPT, Claude, Microsoft Copilot or similar) for document analysis, drafting and review, with strong prompting skills and the judgement to verify every output.
• Advanced MS Word, Excel and PowerPoint; comfortable with PDF editing and e-signature tools.
• Very high attention to detail and the discipline to meet hard deadlines.
• Willing to work a shift that overlaps US Eastern business hours.

Responsibilities

• Prepare, assemble and submit compliant responses to US RFPs, RFQs and RFIs from state and local government, airports, transit agencies, universities and enterprises.
• Break down solicitations into a compliance matrix and draft sections in US business English.
• Coordinate inputs from sales, solution/technical, finance and Veoci; submit questions and track addenda.
• Complete forms like W-9, COI, certifications, and vendor registrations; ensure security and accessibility responses.

Skills

Proposal writing

English communication

AI tools usage

MS Office

Education

B.Tech/BBA/MBA

Tools

MS Word

MS Excel

PowerPoint

Job description

Job Description — Bid & Proposal Executive (RFP Team)

Role overview

iPrime is hiring a Bid & Proposal Executive to prepare, assemble and submit compliant responses to US RFPs, RFQs and RFIs, mainly from state and local government, airports, transit agencies, universities and enterprises. The role sits in the RFP team and reports to a US-based RFP Manager. It owns assigned bids from solicitation download to final submission, working with sales, technical and finance teams in India and with Veoci in the US.

Location: Noida (on-site), with a shift overlapping US Eastern business hours Reports to: RFP Manager (US-based), as a member of the RFP team Experience: 3–6 years in bid management or proposal writing, with US RFP experience strongly preferred Type: Full-time

About iPrime

iPrime Services Pvt. Ltd. is Veoci's authorized partner for India and South Asia. We deliver aviation safety management, business continuity management (BCM) and emergency management solutions to airports, airlines, PSUs and enterprises, alongside mobile app development and QA services.

Key responsibilities

Opportunity Search

• Increase and broaden search : Monitor US bid sources daily (SAM.gov, state procurement portals, BidNet Direct, DemandStar, Periscope/Bonfire, airport and transit authority sites) and log relevant opportunities.
• Increase geo of search to EU and South America

Opportunity tracking and qualification

• Prepare a short bid/no-bid summary for each solicitation: scope, minimum qualifications, references required, insurance, set-asides and deadlines (in the issuer's time zone).
• Maintain the RFP tracker with stages, deadlines and owners.

Bid preparation

• Break down each solicitation into a compliance matrix covering every mandatory requirement, evaluation criterion and required form.
• Draft proposal sections in US business English: cover letter, executive summary, understanding of need, technical approach, implementation plan, project team, references and case studies.
• Coordinate inputs from sales, solution/technical, finance and Veoci on time.
• Submit written questions before the Q&A deadline, attend pre-proposal conferences (virtual) and track every addendum.
• Work with finance on pricing forms, cost proposals and SaaS subscription pricing.

Documentation and compliance

• Complete required forms like W-9, certificates of insurance (COI), non-collusion affidavits, conflict-of-interest and debarment certifications, DBE/MBE/WBE and subcontracting forms, and vendor registrations.
• Prepare security and accessibility responses: certifications , security questionnaires, SOC 2 and hosting details, VPAT/Section 508 statements using Internal RFP database and often times , laison with CISO and Product Expertss
• Get forms signed (wet or e-signature) and notarized where the solicitation requires it.
• Keep a reusable library of company documents, past proposals, references and standard answers up to date.

Submission

• Upload and submit bids on US e-procurement portals well before the deadline, converting it correctly to IST.
• Manage hard-copy submissions shipped by courier (printing, binding, USB copies, sealed and labelled packages) where required.
• Run a final compliance check against the matrix before every submission.

Post-submission

• Respond to clarification requests, and support finalist demos and oral presentations.
• Track bid status, award notices and bid tabulations; file public records requests for winning proposals where useful.
• Request debriefs after each loss, run a short win/loss review and update the content library.

Using AI across the bid process

The role is expected to use AI tools at every stage of the bid, with a human check on every output before it goes out.

• Opportunity tracking : Scan portal alerts, summarize new solicitations and draft the bid/no-bid summary
• Requirement analysis: Extract requirements, mandatory forms, deadlines and evaluation criteria from long RFP PDFs into the compliance matrix
• Drafting: Produce first drafts from the content library, tailored to the issuer, and rewrite to US style and page limits
• Review: Check every answer against the compliance matrix; flag gaps, inconsistencies and tone issues
• Pricing and forms: Cross-check pricing sheets and pre-fill standard forms for human verification
• Post-submission: Summarize debriefs, bid tabulations and competitor proposals; update the content library

The hire must fact-check all AI output, never invent capabilities or references, and use only company-approved AI tools for confidential client and pricing data.

Qualifications and skills

Must have

• Graduate from a reputed college or university; B.Tech, BBA or MBA preferred.
• 2-4 years of hands-on bid or proposal work, with bids submitted end to end.
• Experience responding to US public-sector or enterprise RFPs, and familiarity with US procurement terms (RFP/RFQ/RFI, addenda, COI, W-9, set-asides).
• Fluent spoken and written English, comfortable on calls with US colleagues and clients; able to write clear, persuasive proposal content in US style.
• Hands-on, daily use of AI tools (ChatGPT, Claude, Microsoft Copilot or similar) for document analysis, drafting and review, with strong prompting skills and the judgement to verify every output.
• Advanced MS Word, Excel and PowerPoint; comfortable with PDF editing and e-signature tools.
• Very high attention to detail and the discipline to meet hard deadlines.
• Willing to work a shift that overlaps US Eastern business hours.

Good to have

• Class 12 board score above 80%.
• Bids in SaaS, software services, airports, emergency management or public safety.
• Experience with SAM.gov and federal basics (FAR, UEI/CAGE) for federal opportunities.
• Familiarity with AI-enabled RFP software (Loopio, Responsive) and building reusable prompt libraries or custom AI assistants.
• APMP Foundation or similar bid management certification.

Personal attributes

• Organised, persistent follower-up who chases inputs without waiting to be asked.
• Calm under deadline pressure, including late-night and weekend pushes near submissions.
• Comfortable working across sales, technical and finance teams.

How success is measured

Bids submitted on time: 100%

Bids rejected on technical or document grounds: Zero

Submission lead time: At least 24 hours before deadline

RFP tracker and content library : Updated weekly

Win/loss review: Within 2 weeks of each result

Quality of Submission: Each requirment matched to the appropriate response form the database and modified to the context and content required : 100% matrh to the RFP Requirement

Number of Submitted Bids in Quarter: a minimum of 12 and 36 as a team.

What we offer

• Exposure to US public-sector bids in aviation, BCM and emergency management.
• Daily work with a US-based RFP Manager and a US SaaS partner (Veoci).
• Competitive salary, based on experience.