Bid Management & Proposal Specialist

As a Bid Management Support, you will be a key contributor within our Bid Management & Proposal Team, supporting the full lifecycle of our tender and proposal activities. Working closely with the team, you will support the screening and qualification of opportunities, help prepare bid reviews and proposal structures, and contribute to high-quality, timely submissions — ranging from standardized direct proposals to complex tenders.

A core part of your role will be supporting the screening and structured preparation of proposals, while ensuring that all bid- and proposal-related information is accurately structured and maintained in our CRM system. By maintaining high data quality, tracking status and deadlines, and consolidating inputs from Sales, Finance, Operations, and Engineering, you will enable transparent communication across commercial functions and ensure smooth handovers to Program Management after contract award.

As part of our world-class team of currently seven members, and guided by our ambition to deliver winning, scalable, and compliant proposals, you will help strengthen proposal consistency, operational excellence, and scalability, contributing to Quantum Systems’ mission to define the future of unmanned systems — across air, land, sea, and space.

• Bid & Proposal Execution Support

  • Supporting the Bid Management & Proposal Team during active tenders and direct proposals

  • Tracking tasks, milestones, deadlines, and responsibilities to ensure structured and timely execution

  • Supporting cross-functional coordination across Sales, Engineering, Finance, and Operations

  • Preparing and supporting bid and proposal review meetings

• Opportunity Screening & Tender Preparation

  • Supporting the identification and screening of relevant tenders and proposal opportunities via multiple platforms and networks

  • Assisting in structuring inputs across administrative, technical, and commercial sections

  • Coordinating and consolidating contributions from internal teams to ensure completeness and consistency of submissions

• Requirements & Information Structuring

  • Extracting and structuring requirements from tender and proposal documents

  • Creating and maintaining compliance tables, requirement overviews, and comparison matrices

  • Supporting the identification and tracking of risks, dependencies, open points, and clarification needs

  • Preparing structured inputs to support internal alignment and bid decisions

• Tools, Data & Knowledge Management

  • Maintaining structured bid and proposal data within CRM systems and central databases

  • Supporting the development and maintenance of Jira and Confluence spaces for workflow tracking, requirement management, and documentation

  • Maintaining templates, documentation standards, reusable content blocks, and knowledge bases

  • Ensuring data consistency, versioning, and traceability across the bid and proposal lifecycle

• Process Optimization & Reporting

  • Supporting the standardization and automation of recurring bid and proposal tasks, templates, and status reporting

  • Assisting with the preparation of regular and ad-hoc reports on pipeline status, workload, deadlines, and success rates

• You hold a degree in a commercial, administrative, or technical field, or have equivalent professional experience

• You have gained initial professional experience in a structured, deadline-driven environment, ideally within a high-tech or engineering-driven organization

• You are interested in tenders, proposals, and structured information, work with a high level of detail, and enjoy thinking in processes

• You are motivated to support and improve workflows and cross-functional collaboration through structure, transparency, and reliability

• Your open, communicative, and professional manner makes it easy for you to collaborate effectively and be perceived as a reliable internal counterpart

• You are self-motivated, well-organized, and comfortable working independently within a team-based setup

• You communicate confidently in German and English

• We believe in the power of combined efforts: straightforward tech expertise paired with a customer-centric focus.

• We are industry…