Bids and Proposal Specialist

We are looking for a Bids and Proposals Specialist to support the preparation, coordination, and submission of compliant, accurate, and competitive bids, proposals, RFX responses, and contract renewals within a children-focused, highly regulated edtech organization. This role supports multiple concurrent proposal and renewal activities—including existing bid contracts, BOCES agreements, cooperative purchasing submissions, streamlined proposal opportunities, and competitive RFPs—by executing established proposal processes and ensuring alignment with approved business, legal, and regulatory requirements.

Our preference is for this role to be hybrid, based out of either our Edina, MN or North Mankato, MN locations. However, fully remote work may also be considered.

We support teaching and learning with amazing content that engages students, inspires teachers, and connects families and communities to move literacy forward. Capstone is a fast-paced growth company committed to cultivating a love of reading and learning. We know that Learning is for Everyone.

For over 30 years, Capstone has been a national leader in K-5 educational content including digital products (Pebble Go, Pebble Go Next, Pebble Go Create, Capstone Interactive, Capstone Connect) and award-winning books. We combine a passion for helping foster a powerful love of reading and learning with the talent to create amazing content.

We are a mission-driven company that provides opportunities for professional learning and development and a culture of inclusion and belonging.

• Coordinate and execute bids, proposals, RFX responses, amendments, and renewals in accordance with established processes, timelines, and internal approval requirements.
• Support renewals for existing bid contracts, BOCES agreements, and cooperative purchasing vehicles by preparing required documentation, validating pricing and terms against approved guidelines, and ensuring timely, compliant submissions.
• Prepare and submit streamlined proposals and amendments using approved templates, pricing, and contractual language, escalating exceptions as required.
• Assist with competitive RFX responses by organizing inputs from cross-functional subject matter experts (SMEs), drafting and editing content, and ensuring compliance with solicitation requirements and evaluation criteria.
• Maintain proposal content libraries, templates, and related documentation to ensure accuracy, version control, and audit readiness.
• Apply quality control and compliance review procedures, coordinating legal, privacy, security, and internal approvals prior to submission.
• Track proposal and renewal activity, maintain records of submissions and outcomes, and support reporting on proposal pipeline and renewal status.
• Support early-stage capture and opportunity assessment activities, including tracking upcoming bids and renewals and assisting with customer or stakeholder outreach as directed.
• Collaborate with cross-functional internal teams, including Sales, Marketing, Product, Security, Technical, and Legal SMEs, to gather required information and inputs for bids, proposals, RFX responses, and renewals. Serve as a central point of coordination to support a consistent and unified proposal approach.
• Coordinate proposal development activities by verifying factual accuracy, editing and proofreading content, and ensuring information is current, accurate, and aligned with approved product offerings and messaging.
• Schedule, host, and facilitate proposal-related project meetings to support alignment, track progress, and manage inputs across contributors, including coordination of technical assessments and questionnaires.
• Support and guide SMEs on interpreting RFX requirements and using approved tools and templates to develop clear, accurate, and responsive content that addresses solicitation criteria and evaluation requirements.

• Bachelor’s degree preferred or relevant proposal management certification.
• Project management certification preferred.
• Two to four years of experience coordinating proposals from RFP…