Apply now: Project Specialist, Hybrid (Philadelphia, PA tri-state area). Start date is ASAP for this Contract-to-Hire position.

Job Title:

Project Specialist Location-Type:

Hybrid, Philadelphia, PA tri-state area (onsite required 2-3 days/week during peak season; on-demand onsite flexibility required)

Start Date:

ASAP Duration:

Contract-to-Hire Compensation Range:

$35-$42/hr

Benefits:

Eligible for Health, Dental, Vision, and 401

K Visa Sponsorship:

Not eligible for visa sponsorship The Project Specialist manages RFP and proposal workflows from intake through submission, coordinating across sales, design, and cross-functional teams to deliver compliant, high-quality proposal packages under strict deadlines. Job Summary

• Manage assigned RFP and proposal projects from intake through final submission, balancing 5-10 concurrent projects and up to 15-20 during peak season
• Review RFP requirements, bidder criteria, forms, and document and signature requirements to ensure completeness and compliance
• Coordinate distribution, alignment calls, reference collection, and document completion with sellers and proposal designers
• Manage electronic and wet-signature workflows, including preparation of onsite submission packages as needed
• Track all project activity in Smartsheet and Workfront, and use Adobe Acrobat for form completion and document management
• Perform quality assurance reviews using established checklists, ensuring accuracy and adherence to a 24-48 hour distribution SLA
• Suggest and implement process improvements and share best practices across the team

Minimum Requirements:

• 1-3 years of experience supporting RFPs, proposals, or detail-heavy document workflows
• Proven ability to prioritize and manage multiple projects at different stages simultaneously under tight deadlines
• Strong organizational, written, and verbal communication skills with a track record of cross-functional coordination
• Proficiency with Smartsheet, Adobe Acrobat, and Microsoft Office (Word, Excel, PowerPoint)
• Flexibility to work beyond standard hours during deadline-driven periods and report onsite as needed for wet-signature documentation

Preferred Qualifications:

• Experience with Workfront or Salesforce
• Background in hospitality, healthcare, food service, facilities, workplace services, or student nutrition
• Experience working in a large, fast-paced enterprise environment
• Demonstrated tenure and follow-through, with no more than 2 employers over the most recent 3-year period
• Bachelors Degree