RFP Analyst - Government Bid Research

This is a remote position.

About the role

We are hiring an RFP Analyst in India, within Embrace Shared Services (ESS), to find, sort and track US government RFPs and RFIs for Fairfax Software. Fairfax sells payment processing, document capture and AI document processing to state and local government.

Over the last three years our feeds carried about 850 open solicitations in and around our space. About 60% were out of scope. Roughly 45 a year fit our core products and another 65 are adjacent. We plan to bid 22 in 2027, about double today.

The job is to make sure none of the good ones are missed, and that each reaches the Bid Manager early, tagged and ranked. The work starts with Fairfax. Over time the same approach will cover other Embrace companies that sell to US government.

What you'll do

Watch the market every day. Monitor GovSpend, BidNet, state and county procurement portals, and agency notices for RFPs, RFIs, pre-solicitations, sole-source notices and contract renewals.

Match opportunities to what we sell. Read each solicitation's scope and requirements and tag it by product fit (core, adjacent, out of scope), state, agency and department type: state revenue, county treasurer and clerk, state agency, city, court.

Keep the keyword library current. Maintain the terms we use to find and score opportunities, and tune them as you see what we miss and what we bid on.

Keep one clean master list. Every record has agency, solicitation number, issue date, due date, Q&A deadline, value if known, and a link to the documents. No duplicates.

Track contract expirations. Build the calendar of incumbent contracts coming up for renewal or rebid, so we see opportunities 12–24 months before the RFP.

Prepare the weekly bid/no-bid list. A short, ranked list of new opportunities with a one-paragraph summary of each, ready for the weekly bid/no-bid meeting.

Record what happens. For every bid, log the outcome, the winner, the award value and the reason for a loss where it can be found.

Requirements

• 2–5 years in research or analysis, ideally on US RFPs, bid tracking, or market research for US clients.
• Strong reading of long documents. You can go through a 150-page solicitation and pull out scope, requirements, dates and deal-breakers quickly and accurately.
• Good with data. Advanced Excel or Google Sheets. You keep lists clean and consistent without being asked.
• Comfortable with AI tools for search, summarizing and classification, and careful enough to check what they produce.
• Clear written English. Your summaries are short and plain.
• Willing to work part of your day on US Eastern time so you can join the weekly bid/no-bid meeting and answer questions the same day.
• Nice to have: experience with GovSpend, BidNet or similar US bid databases, and some understanding of how US state and local government buys.

Who this role is for

• You might be a research analyst at a market-research or KPO firm serving US clients, a bid-tracking analyst at a proposal services company, or a data analyst who wants to move into sales and government work.
• This is an analysis role. You don't need to know payments or government tax systems on day one; we will teach the products. You do need to be precise, fast and curious about why we win or lose.
• It is also not a proposal-writing role. Proposal writers answer the RFP once we decide to bid. You decide which RFPs we see in the first place.
• Proposal writer
• RFP Analyst at Fairfax
• Core job
• Write the response to an RFP we are bidding
• Find, tag and rank RFPs and RFIs before we decide to bid
• Starting point
• A chosen RFP
• Every solicitation in the market

Output

• A submitted proposal
• A clean master list and a weekly ranked shortlist
• Measured on
• Quality and on-time submission
• Nothing good missed; records complete; outcomes logged
• Skill that matters
• Persuasive writing
• Careful reading, classification and data discipline
• Career path
• Senior proposal manager
• Senior analyst, Bid Manager, capture
• Reporting and how success is measured
• You work within ESS and report to the Bid Manager, who takes your shortlist to the bid/no-bid decision. You do the research behind those decisions.
• Nothing good missed. No core-fit RFP in our segments that we find out about too late to bid.
• New opportunities triaged within two business days of being posted.
• Complete records. Every opportunity on the master list has its solicitation number, dates, agency and fit tag.
• Weekly shortlist delivered on time, every week, ready for the bid/no-bid meeting.
• Every bid's outcome logged, so we know our real win rate and why we lose.

Benefits

• Competitive salary commensurate with experience.
• Opportunities for career advancement and professional development.
• Experience collaborating with a diverse, global team within a remote work setting.