Contracts Response Specialist

Job Description

Job Description

Position Summary

The Contracts Response Specialist supports day-to-day quoting, RFQ analysis, and response execution for the ITES-4H contract and other Federal contract vehicles as needed. This role requires strong attention to detail, familiarity with Federal procurement requirements, and the ability to work within structured processes and complex systems.

The Specialist works closely with OEMs, distributors, Sales Operations, Supply Chain, and the Contract PMO to ensure accurate, and timely quoting. The role requires sound judgment in interpreting RFQ requirements, navigating CLIN structures, and maintaining data accuracy across NetSuite and Contraqer. This position plays a critical part in Swish’s contract performance, response quality, and operational execution for our major Federal vehicles.

Key Responsibilities:

• RFQ Vetting & Requirements Analysis
• • Review and analyze incoming RFQs to determine contract applicability, required documentation, timelines, and compliance elements.
  • Interpret solicitation instructions (SF1449, SOWs, attachments) to ensure all response requirements are addressed.
  • Identify and escalate risks or ambiguities to the Contract Response Team Manager.
• Quoting & Response Preparation
• • Prepare complete, accurate, and contract-compliant quotes for ITES-4H.
  • Research CLIN mappings, cross-references, and pricing structures.
  • Obtain cost quotes from OEMs and distributors, ensuring alignment with contract terms, lead times, and ordering rules.
  • Draft compliance statements, salients, technical standards, and supporting documentation when required.
  • Assemble final quote or bid packages for government customers or prime contractors.
• Systems, Data Integrity & Workflow Execution
• • Enter, maintain, and validate opportunity, quote, and pricing data across NetSuite, Contraqer, and Govly-based workflows.
  • Ensure version control, correct contract identifiers, and accuracy across all response artifacts.
  • Support catalog and CLIN maintenance under the guidance of the Contract Response Team Manager and Contract PMO.
• Cross-Functional Engagement
• • Work closely with Sales Operations to align opportunity data, timelines, and submission strategy.
  • Coordinate with Supply Chain to validate lead times, availability, and orderability considerations.
  • Partner with the Contract PMO to support compliance standards, catalog governance, and corrective actions when required.
• Performance Tracking & Reporting
• • Support KPI tracking for quote turnaround time, accuracy, compliance checks, and win/loss trends.
  • Assist with monthly, quarterly, and annual reporting associated with ITES-4H contract requirements.
  • Provide support for overflow responses across SEWP, GSA, CIO-CS, and other vehicles during peak periods.
• Process Discipline & Continuous Improvement
• • Follow established workflows and checklists to ensure disciplined, repeatable response execution.
  • Provide feedback on process gaps, tool limitations, and areas for efficiency improvement.
  • Participate in team training, system enhancements, and standard operating procedure updates.

Required Qualifications:

• 1–3 years’ experience in quoting, Federal RFQ response, Sales Operations, contract administration, or a related function.
• Understanding of Federal procurement workflows, RFQs/RFPs, contract vehicles, or CLIN-based quoting.
• Strong attention to detail, accuracy, and documentation control.
• Ability to interpret solicitation instructions and identify technical or compliance requirements.
• Competency with Excel and comfort operating in complex systems (NetSuite, Contraqer, Govly, or similar).
• Strong written communication skills for compliance narratives and response packages.
• Ability to manage multiple deadlines and maintain composure in high-volume periods (e.g., late Q3/Q4).
• Professional, organized, and disciplined work style consistent with SalesOps execution.

Preferred:

• Familiarity with CLIN-based catalogs, product substitutions, or solution cross-referencing.
• Experience supporting complex hardware/software quotes (Cisco, NetApp, Dell, HPE, Palo Alto, etc.).
• Prior exposure to ITES-3H/ITES-4H, SEWP, GSA, or other Federal contract vehicles.
• Understanding of procurement rules such as FAR/DFARS basics, OEM terms, and documentation standards.
• Experience coordinating with OEM distributors and channel partners for pricing and availability.
• Working knowledge of standard government RFQ/RFP formats, including SF1449, BOM templates, and compliance checklists.
• Experience with high-volume, deadline-driven SalesOps or quoting environments.

Key Competencies

• Accuracy & Detail Orientation – Ensures quotes, pricing, CLINs, and system entries are correct the first time.
• Process Discipline – Follows structured workflows, templates, and checklists with consistency.
• Time Management & Prioritization – Handles multiple RFQs and deadlines without sacrificing quality.
• Analytical Thinking – Interprets RFQs, identifies requirements, and resolves mismatches or ambiguities.
• Systems Fluency – Comfortable navigating multiple systems, maintaining data integrity, and learning new tools.
• Communication & Coordination – Clear written and verbal communication across SalesOps, PMO, Supply Chain, and OEM partners.
• Professional Judgment – Knows when to escalate questions, risks, or compliance concerns.
• Continuous Improvement Mindset – Offers feedback on tools and processes to strengthen team execution.

Applicants will be accepted until December 31, 2025 or until position has been filled.

Company DescriptionSwish is a customer-centric, specialized integrator with an engineering first culture. Our core solutions are focused on IT modernization, performance engineering, and cybersecurity. Swish believes good people empowered to innovate, coupled with a continuous improvement culture and supportive leadership equals superior outcomes. To this end, Swish believes in hiring, rewarding, and retaining the most talented engineers and technologies in the industry.

Our people make Swish great. We work together on interesting projects and achieve exceptional results. We act as trusted advisors to our customers and are committed to client and industry innovation. We offer our people the chance to grow professionally with teammates they like and respect while tackling challenges that stretch their minds and expand their skill sets. We’re connected by our desire to innovate and continuously improve.

Swish’s high energy, challenging, and fast-paced work environment will keep you engaged and motivated. Work-life balance is a core priority at Swish.

We are proud to be an Equal Opportunity, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. U.S. Citizenship is required for all positions with a government clearance and certain other restricted positions.

Company Description

Swish is a customer-centric, specialized integrator with an engineering first culture. Our core solutions are focused on IT modernization, performance engineering, and cybersecurity. Swish believes good people empowered to innovate, coupled with a continuous improvement culture and supportive leadership equals superior outcomes. To this end, Swish believes in hiring, rewarding, and retaining the most talented engineers and technologies in the industry.\r\n\r\nOur people make Swish great. We work together on interesting projects and achieve exceptional results. We act as trusted advisors to our customers and are committed to client and industry innovation. We offer our people the chance to grow professionally with teammates they like and respect while tackling challenges that stretch their minds and expand their skill sets. We’re connected by our desire to innovate and continuously improve.\r\n\r\nSwish’s high energy, challenging, and fast-paced work environment will keep you engaged and motivated. Work-life balance is a core priority at Swish. \r\n\r\nWe are proud to be an Equal Opportunity, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. U.S. Citizenship is required for all positions with a government clearance and certain other restricted positions.