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Contract & Proposal Specialist

Summary:
This role supports the full lifecycle of commercial contracts and customer proposals, with a focus on compliance, risk mitigation, and process improvement. The specialist is responsible for preparing, reviewing, and managing a wide range of customer agreements and responding to RFIs, RFQs, and RFPs. A strong eye for detail, excellent communication skills, and the ability to work across departments are key to success.

Key Responsibilities:

Contract Management

• Oversee the creation, execution, and renewal of various commercial agreements (e.g., pricing agreements, service contracts, vendor and lease agreements).

• Maintain contract templates, ensure documentation is accurate and compliant, and coordinate with legal/regulatory teams as needed.

• Monitor internal contract systems for completeness and accuracy; conduct regular audits.

• Ensure proper documentation of pricing, item numbers, and contract obligations within the ERP system.

• Lead improvements to streamline contracting processes and reporting.

• Support contract price activations and maintain relevant data systems.

Proposal & RFP Development

• Lead the development and submission of customer proposals, including RFIs, RFQs, and RFPs.

• Create and maintain a content library for efficient proposal generation.

• Ensure proposal content aligns with brand messaging and company value propositions.

• Coordinate with cross-functional teams (Sales, Marketing, Service, etc.) to develop strategic responses and meet tight deadlines.

• Maintain customer reference databases and ensure the accuracy of submitted documentation.

Other Responsibilities

• Contribute to cross-functional projects and assist with team training initiatives.

• No direct supervisory duties.

Qualifications:

• Bachelor's degree (preferred) in business, communications, law, or related field; associate degree with experience also considered.

• 1-2 years of experience in contract or proposal management required.

• Knowledge of healthcare procurement or capital equipment sales is a plus.

• Skilled in Microsoft Office 365, Salesforce, Adobe Creative Cloud; experience with SAP and contract lifecycle tools is preferred.

Ideal Candidate Traits:

• Detail-oriented with strong organizational and time management skills.

• Able to synthesize complex information and write with clarity and precision.

• Strong interpersonal skills and a collaborative mindset.

• Adaptable, self-driven, and able to work under tight deadlines.

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