RFP & Vendor Relations Coordinator

RFP & Vendor Relations Coordinator

Part-Time

POSITION SUMMARY

Join our team as a RFP & Vendor Relations Coordinator supporting RFP tracking, vendor portals, and early-stage opportunity management. This is a flexible, high-impact role ideal for someone who is organized, detail-oriented, and looking to contribute to a consulting firm.

In this role, you will help ensure WDI is consistently registered, visible, and actively tracking relevant opportunities across utility and enterprise markets. You’ll manage vendor portals, monitor RFP/RFQ sources, and coordinate early proposal activities while improving internal processes through structured workflows, templates, and AI-supported screening.

This role plays a critical part in strengthening pipeline visibility, improving response times, and reducing administrative burden on leadership and delivery teams.

ABOUT US

we-do-IT Inc. (WDI) is a leading geospatial and IT consulting firm specializing in GIS solutions for the electric and gas utility sector. From automation and Esri Utility Network migrations to Microsoft Power Platform development, we help utilities streamline operations, reduce costs, and unlock efficiency.

“We’re a 100% remote team with a harmonious culture that values collaboration, flexibility, and continuous learning - offering extraordinary benefits and true work-life balance.”

COMPENSATION

Salary Range: $20.00 -$25.00/hour - flexible based on expertise and skills

Hours: 5–20 per week - flexible based on workload

Bonuses: Discretionary
annual performance

Paid Time Off: PTO and paid holidays provided on a prorated basis based on hours worked

Retirement: 401(k) company match to 4%

Home Office: Equipment & supply reimbursement

Professional Development: $1,250 annual training allowance + industry conference attendance

RESPONSIBILITIES

Maintain and update vendor registrations across target utility and enterprise portals, ensuring WDI remains compliant, visible, and eligible for relevant opportunities.

Monitor RFP, RFQ, and bid portals on a consistent cadence to identify new opportunities aligned with WDI’s service offerings and target markets.

Log, organize, and track opportunities within HubSpot, maintaining accurate records of status, deadlines, and key details.

Review and summarize opportunities, highlighting scope, requirements, risks, and alignment with WDI priorities to support efficient go/no-go decisions.

Coordinate early-stage proposal activities, including gathering inputs, tracking deadlines, and ensuring readiness for timely and accurate submissions.

Communicate and collaborate with internal stakeholders to ensure visibility of upcoming opportunities and required actions.

Continuously improve processes by developing and refining templates, checklists, and workflows, including leveraging AI-supported tools to enhance efficiency and screening accuracy.

Support consistency and organization across business development activities, helping reduce administrative burden on leadership and technical teams.

Ability to work independently and take ownership of assigned responsibilities in a remote environment.

QUALIFICATIONS

Required

Associate’s or Bachelor’s degree in Business, Communications, Marketing, GIS, or a related field, or equivalent work experience.

0–3 years of experience in an administrative, operations, business support, or coordination role.

Strong organizational skills with the ability to manage multiple tasks, deadlines, and priorities.

Proficiency in Microsoft Office (Excel, Word, Outlook) and comfort working in web-based systems.

Experience or familiarity with CRM tools (e.g., HubSpot) or willingness to learn.

Strong attention to detail with the ability to review and summarize information accurately.

Clear written and verbal communication skills.

Preferred

Experience supporting RFP/RFQ processes, vendor registrations, or proposal coordination.

Familiarity with utility or infrastructure-related industries.

Experience working with multiple web portals or data entry systems.

Exposure to process improvement, checklists, or workflow documentation.

Interest or experience in using AI tools to support research, summarization, or workflow efficiency.

Other Requirements:

Flexibility to work across U.S. time zones as needed.

Must be able to work legally in the US without sponsorship.

Ability to pass a pre-employment drug test.

Ability to pass a background check.

Eligibility & Application:

Open to candidates residing in the U.S., excluding NY and OR.

Open until filled - applications reviewed as received.

WDI is proud to be an Equal Opportunity Employer committed to building a diverse and inclusive workplace.