RFP and Bids Assistant

Learning Resources • Full-time • Hybrid in Vernon Hills, Illinois, United States • $21 - $26 / hour • 1d ago

Fast Facts

Join hand2mind as a RFP and Bids Assistant, providing vital support to the Sales Operations Team through proposal management and interdepartmental collaboration.

Responsibilities: Monitor department communications, manage vendor registrations, prepare and submit bids, maintain bid records, and support team with administrative tasks.

Skills: 1-2 years in a bid/proposal environment, familiarity with vendor registration, proficiency in Microsoft Office, exceptional attention to detail, and strong communication skills.

Qualifications: Experience in bid submission protocols and ability to work independently in a fast-paced environment preferred.

Location: This position is based in Vernon Hills, IL but is also designated as hybrid.

Compensation: $21 - $26 / Hourly

About hand2mind:

We bring learning to life! Trusted by teachers for more than 55+ years, hand2mind creates engaging, classroom-tested materials that empower children to learn by doing. We are a 150-person strong, family-owned company that's been voted one of the Chicago Tribune's Top Workplaces for the last four consecutive years. In addition to building high-quality, hands-on learning materials for the classroom like VersaTiles® and Cuisenaire® Rods, we also develop educational toys for the home that make learning math, reading, social-emotional learning, and STEM fun and interactive. As a company, we are committed to our employee’s personal and professional development. That’s why we offer a competitive benefits package, a supportive culture, and a variety of training and development opportunities. We are looking for professionals who are truly just kids at heart! We hope you’ll come join our award-winning team today!

Team & Position Description:

We are currently seeking a RFP & Bids Assistant to join our Sales Operations Team! Here’s what makes this team awesome: Our RFP & Bids team plays a critical role in expanding hand2mind’s reach to schools and districts nationwide by ensuring timely and accurate submission of proposals and bids. We collaborate across departments to bring our hands-on learning solutions to classrooms, supporting educators and students alike. You’ll be part of a fast-paced, detail-oriented group that values precision, teamwork, and continuous improvement. This is a fantastic opportunity for someone looking to launch or grow a career in sales operations, education support, or administrative services. You’ll gain exposure to the full lifecycle of bid and proposal management, work closely with experienced professionals, and contribute directly to the success of a mission-driven company. Plus, you’ll be part of a team that’s passionate about making learning engaging and accessible for all kids.

What you’ll do day to day:

Monitor and organize the RFP & Bids Department inbox, routing messages to the appropriate team members.
Complete vendor registration forms and maintain accurate, up-to-date records.
Prepare and submit blanket bids and routine proposals via mail, email or online portals.
Perform accurate data entry and maintain organized files for vendor forms and bid records.
Create Sole Source letters as needed.
Communicate effectively with other departments to gather required information and ensure timely bid submissions.
Maintain confidentiality and compliance with bid submission protocols.
Support the RFP & Bids team with administrative tasks and other duties as assigned.

What we’re looking for (Key Performance Objectives):

Prepare bid submission packets, verifying completeness and compliance with RFP requirements, with zero rejections due to formatting or missing documents.
Accurately complete and submit 100% of assigned vendor forms and blanket bids within required deadlines each week.
Maintain bid status dashboards daily to provide visibility into pipeline performance and support strategic decision making.
Partner with the RFP & Bid Specialist to coordinate proposal components, ensuring all required documents are collected and submitted on time for all opportunities.

Requirements/Ideal Attributes:

1-2 years of experience in a bid/proposal environment
Familiarity with vendor registration processes and bid submission protocols
Proficiency in Microsoft Office Suite, especially Outlook, Word, and Excel
Strong attention to detail and organizational skills
Ability to manage multiple tasks and meet tight deadlines
Excellent written and verbal communication skills
Comfortable working with cross-functional teams and interdepartmental communication
Flexible and adaptable, able to shift priorities quickly in a fast-paced environment
Self-directed and reliable, able to work independently without requiring frequent oversight

We are a drug-free workplace and an EEO employer.

Please note: This role will be filled by our internal recruitment team, so no assistance is needed from any outside staffing agency at this time.

Compensation Range: $21.63 – $26.44 per hour – Actual compensation may vary due to other factors such as: years of experience, skill set and location. Total compensation includes profit sharing bonus potential, 401k matching, and a variety of other benefits (details can be found here).

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