Bids and Proposals Coordinator

Lexia Learning - Remote - Full time

Job Overview:

The remote Coordinator’s main role is to a) work closely with our in-house office physical assembler and shipper by kicking off, coordinating, and preparing physical elements of proposal responses according to requirements and team standards; b) digitally complete, retain, manage, and quality check forms, vendor/portal registrations, and bid-related contract documents; c) digitally administer/manage team records and document retention.

The ideal candidate will follow a Mountain Time Zone Schedule.

Job Responsibilities:

1) Kick-off, coordinate, and prepare physical proposal responses according to requirements and team standards

Read through bid spec doc(s), flag issues and/or considerations to appropriate team members.

Read through initial bid terms and conditions for flagging issues and/or considerations, working with the Legal team as needed to have items reviewed, redlined, and/or approved.

● Set-up project within process management tool including noting milestone deadlines and requirements

● Create structural proposal elements (create covers, tabs, binders, forms, and insert proposal documents) under the direction of the Proposal Development Manager and/or Associate

  • Ensure aesthetic quality and attention to detail.
  • Order replacement supplies for proposals.

● Coordinate with in-house office team member who will physically ship proposals and other documents/forms.

● Track, record, and retain proof of delivery.

● Obtain approval and signatures from authorized company signatories.

● Facilitate contract renewal administration and retention according to protocol.

● Verify/quality check forms completed by Associates.

● Under the direction of Proposal Managers, and/or Proposal Associates, and/or Associate Manager complete state and district adoption bid forms, sample submissions, and approval signatures.

2) Complete and quality check forms, registrations, and contract documents● Quality check proposal and catalog bid forms for corporate standards.

● Using a reference guide and previous forms, complete vendor registrations and contract documents that request general company information for all business units.● Facilitate signature process and notary sessions according to customer requirements.● Administer, retain, and record team contracts and agreements, per protocol.● Reporting and tracking may be required.● Liaise with Legal, Human Resources, Accounting, Sales, and other Shared Success departments.

3) Team records, document retention, and miscellaneous● Maintain various corporate springboards, quick references, and access credentials to bid sites.● Daily administrative functions (shipping prep, data entry, office supply orders, sample orders, check requests, report maintenance, electronic file systems.● Sample support for physical samples:

  • Ordering samples from Customer Service.
  • repairing sample documentation/content lists, box and FedEx labels with precision and attention to detail.
  • Charging samples and shipping to the proper business unit.

Job Requirements:

● Bachelor’s degree or higher● Intermediate proficiency with Microsoft programs (Word, Excel, and Office) and their Google suite equivalents● Intermediate Qvidian experience/expertise preferred

● Intermediate proficiency with project workflow tool (currently KissFlow; may later be SharePoint)● Intermediate ability with Web searching, researching, and data wrangling

● Must have basic understanding and knowledge of Adobe software ● Have experience with fast-paced, persistent production

communicate clearly and concisely with all levels of personnel (executive management, middle management, associate, coordinator, etc.) in many different forms (chat, email, meeting, presentations, etc.)● Proposal development experience ideal● Experience with the K-12 education technology industry preferred● Experience with legal documentation/contracts desired● Notary Public with Remote Notary certification preferred

To learn more about our organization and the exciting work we do, visit

An Equal Opportunity Employer

We are dedicated to fostering a culture that celebrates unique backgrounds, ideas, and experiences. All qualified applicants will receive consideration for employment without discrimination on the basis of race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

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Experience Level

Mid Level

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