Federal Proposal & Quote Specialist

Bosma Industries for the Blind Inc•Indianapolis, IN

8d•Onsite

About The Position

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. This role offers an excellent opportunity to learn federal procurement, gain hands-on experience with Value-Added Reseller (VAR) operations, and build a career in federal IT while advancing Bosma’s mission.

Requirements

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.
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.

Nice To Haves

Internship experience in a related field is highly valued.
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).

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.