Federal Proposal & Quote Specialist

Bosma Enterprises; Indianapolis (IN); On-site; USD 52,000 - 82,000; Full time

Job summary

Bosma Enterprises seeks a Federal Proposal & Quote Specialist to support quote operations, task order processing, and customer order fulfillment under NASA SEWP VI. The role connects federal customers with OEMs, distributors, and internal teams across IT, proposals, and finance.

The candidate will help execute the quote-to-cash lifecycle, prepare compliant quotes, maintain records, and support order execution with attention to detail in a fast-paced, governed environment.

Qualifications

• Bachelor's degree in Business, Supply Chain, Information Technology, Finance, or a related field; or an Associate’s degree with 1–2 years of relevant administrative/sales support experience.
• 1-3 years of experience in an office, customer service, inside sales, procurement, or administrative support environment.
• Preferred qualifications: internship or exposure to government contracting, technology sales, supply chain, or VAR operations; basic understanding of FAR, RFQ, RFP, NASA SEWP, GSA; familiarity with Cisco, Dell, HP, Microsoft; knowledge of gross profit, margins, lead times.

Responsibilities

• Assist in maintaining an efficient, responsive quote desk with a target 24-hour response time.
• Process OEM SKU pricing and apply standard tiered discounts as directed.
• Submit routine OEM deal registrations per business development terms.
• Gather data for quote-desk metrics and basic conversion tracking.
• Support NASA SEWP VI task-order responses from intake to submission and monitor opportunities via QRT.

Skills

Excel

CRM tools

ERP platforms

Attention to detail

Organizational skills

Written and verbal communication

Multitasking

Analytical mindset

Security clearance

Education

Bachelor's degree in Business/Supply Chain/IT/Finance

Associate’s degree +1-2 years relevant admin/sales support

Preferred internship in government contracting

Tools

Salesforce

ERP systems

Job description

Overall Responsibilities

The Federal Proposal & Quote Specialist plays a key supporting role in growing Bosma Enterprises' federal IT business by assisting with quote operations, task order processing, and customer order fulfillment under NASA's Solutions for Enterprise-Wide Procurement (SEWP) VI contract. Working alongside leadership and senior team members, this position helps execute the quote-to-cash lifecycle by preparing compliant quotes, coordinating proposal activities, and supporting order execution. The role serves as a central operational liaison connecting federal customers, Original Equipment Manufacturers (OEMs), distributors, and internal teams, including Business Development, Proposals, Finance, Procurement, and Operations.

Reports To

Chief Technology Officer

Exemption Status

Exempt

Hours Per Week

Full-time, 40 hours per week

Department

IT

Salary Grade

IT5

SOC Code

13-1199

Education And Experience

• Bachelor's degree in Business, Supply Chain, Information Technology, Finance, or a related field; or an Associate’s degree with 1–2 years of relevant administrative/sales support experience.
• 1-3 years of experience in an office, customer service, inside sales, procurement, or administrative support environment. (Internship experience in a related field is highly valued.)
• Preferred qualifications:
  • Prior internship or exposure to government contracting, technology sales, supply chain, or Value-Added Reseller (VAR) operations.
  • Basic understanding of common federal procurement (e.g., FAR, RFQ, RFP, NASA SEWP, GSA).
  • Basic familiarity with commercial IT hardware/software products or major IT vendors (Cisco, Dell, HP, Microsoft, etc.).
  • Coursework or familiarity with foundational business concepts (gross profit, margins, lead times)

Required Skills And Abilities

• Proficiency in Microsoft Office, particularly Microsoft Excel (ability to work with basic formulas, sorting, and data entry).
• Familiarity with or willingness to learn CRM tools (e.g., Salesforce) and ERP platforms.
• Strong attention to detail and high organizational skills.
• Solid written and verbal communication skills.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Basic analytical mindset with an interest in learning pricing, margins, and operational workflows.
• Ability to obtain and maintain a U.S. Government Public Trust clearance.

Job Duties And Responsibilities

• Assist in maintaining an efficient, responsive quote desk, supporting a target response time under 24 hours.
• Process and enter Original Equipment Manufacturer (OEM) Stock Keeping Unit (SKU) pricing and apply standard tiered discounts as directed.
• Submit routine OEM deal registrations in accordance with the commercial terms established by Business Development.
• Help gather data for quote-desk metrics, including response times, quote volumes, and basic conversion tracking.
• Support the processing of NASA SEWP VI task-order responses from opportunity intake through submission.
• Help monitor opportunities via the NASA SEWP Quote Request Tool (QRT) under the guidance of senior staff.
• Review task orders and solicitations for basic requirements (scope, pricing format, submission deadlines).
• Maintain proposal schedules and assist in gathering standard administrative, pricing, and technical documents from internal teams.
• Follow up on pending quotes and customer inquiries to help support order conversion.
• Learn and apply NASA SEWP VI ordering procedures, contract guidelines, and general federal procurement rules.
• Help verify basic compliance requirements (e.g., Trade Agreements Act, domestic preferences) using standard checklists.
• Confirm product eligibility and vendor authorizations prior to quote release.
• Maintain complete, organized, and audit-ready records for all quotes, approvals, and order files.
• Escalate identified potential compliance or pricing issues to leadership promptly.
• Track orders through the basic fulfillment lifecycle: Purchase Order Receipt, Order Entry, Shipment Tracking, Invoicing, and Payment Confirmation.
• Coordinate with distributors and carriers to monitor lead times, backorders, and delivery schedules.
• Serve as an administrative point of contact for customer inquiries regarding order status, shipping updates, and routine post-award questions.
• Help resolve basic order discrepancies (e.g., shipping delays, basic invoice mismatches) with supervisor guidance.
• Update and maintain accurate records in the Customer Relationship Management (CRM) platform (e.g., Salesforce).
• Assist in preparing weekly data inputs for pipeline updates and sales forecasts.
• Participate in regular team operational and pipeline review meetings.

Competencies

• Action-Oriented – take strategies and ideas, develop plans and turn them into reality
• Resilient – bouncing back from difficult situations, maintaining a positive outlook and finding a way forward, requires courage and commitment

Opportunity

• I will communicate in a way that makes others feel respected, valued and heard.
• I will actively listen to others when they communicate with me.
• I will work together with others to achieve our goals.
• I will be open to change as it will support the Bosma Mission and Vision
• I will take risks when necessary.

Accountability

• I will arrive on time for my shift and be ready to work.
• I will help my coworkers.
• I will acknowledge my mistakes and work to correct them.
• I will work on solutions to problems and communicate them to my leader respectfully and collaboratively
• I will be willing to accept constructive feedback to improve my performance.
• I will perform to the expectations outlined in my role.

Innovation

• I will conduct myself at work in a way that creates a positive outlook.
• I will have an open mind to changes that provide benefits and opportunities to others.
• I will challenge myself to be curious and a lifelong learner.
• I will positively collaborate with others.