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Procurement Manager

Swiftly, Inc
Remote, CA
United States
Professional Areas: 
GIS / Technology
Transportation Planning
Other topics
Experience Level: 
AICP Certification: 
Not required

Company Description

Swiftly is a big data platform for transportation. The platform weaves data analytics, intuitive visualizations, and real-time predictive technologies into applications that drive smarter decisions for public transit agencies. Today, over 60 cities and 3,500 transit professionals use Swiftly to improve transportation for nearly 1 billion passenger trips per year.

Swiftly's office is located in San Francisco, CA. We are open to local or remote hires for this role.

Sales at Swiftly

The Swiftly Sales team works with prospective transit agencies to deeply understand their context and needs, and to partner with them to implement effective solutions for their passengers and staff. This means we work with agencies from the first conversation through final procurement and purchase, navigating municipal and state-level government of every size. The team is drawn from a non-traditional mix of transit and sales professionals, and we care deeply about the problem we’re solving. Our sales approach is highly collaborative, drawing on intra- and inter-departmental expertise at every stage. While we love to win, at Swiftly that means winning as a team. 

About the Role

Located within the Sales team, the Procurement Manager will be a primary resource to support Account Executives with formal procurement processes. This is a highly cross-departmental role that requires both project management and significant writing.  


You will develop a deep understanding of our products, partners and partnership strategy, and work on procurements from a variety of countries and transit agency types. We have responded to dozens of procurements, and you will own our existing and expanding library of resources, past responses, and process documentation - and make it better. Although we have an existing process, you will have the opportunity to deeply understand each internal department, and the business’ needs, and to develop the resources and processes that will best support you and the team. This is a dynamic, mission-critical role that will require you to handle a high volume of requests simultaneously and productively. 

Responsibilities Include:

  • Own the entire end-to-end process of responding to Requests for Information (RFIs) and Requests for Proposals (RFPs).

  • Evaluate potential Requests to determine whether they are a good fit from a commercial, technical, and partnership perspective, and work with team leadership to determine if we will move forward.

  • Own and develop the response and all associated documents, including administrative and legal documents as well as the primary response.

  • Coordinate across departments, identifying contributors, setting timelines, and project managing the overall response.

  • Understand and write new responses based on input from internal subject matter expertsEdit documents for grammar, style, format, and content.

  • Work with existing boilerplate and rough draft material from subject matter experts and convert into high-impact content for proposals.

  • Customize final documents to reflect a targeted response to the specific sales opportunity demonstrating an understanding of the opportunity and the prospective client’s needs.

  • Oversee production of final proposals (formatting, technical editing, and reproduction).

  • Handle follow-up work associated with RFPs prior to submission and with moving to the next phase: liaising with procurement officers, consolidating and asking questions, coordinating answers, additional information, etc.

  • Company financial and legal information

  • Product descriptions and sole source justifications

  • Preliminary contract reviewHR/Staff related information

  • Working with relevant Sales team members on any additional procurement-related requirements and occasionally meeting with prospective customers to discuss their procurement needs or to answer questions.  

    Support Sales team members with procurement (sole source, RFP, or otherwise) documentation needs, including but not limited to:


  • Company financial and legal information
  • Product descriptions and sole source justifications
  • Preliminary contract reviewHR/Staff related information 
  • Working with relevant Sales team members on any additional procurement-related requirements and occasionally meeting with prospective customers to discuss their procurement needs or to answer questions.  

Note: The Procurement Manager will work with our Head of Business Operations, Product Marketing Manager, outside legal counsel, and People Operations staff to source any information required. No expertise in finance, HR, or law is required - just great communication and project management skills! 

About You:

  • Detail-oriented with excellent project management and organizational skills.
  • Able to prioritize work and handle multiple tasks to ensure that complex projects are completed on deadline.
  • Excellent and highly productive writer of professional-grade material, preferably regarding Software-as-a-Service (SaaS) software or transportation.
  • Willingness to learn about the technical inner workings of our system - experience with technical writing not required, but technical curiosity is. 
  • Strong interpersonal skills as well as the ability to work independently and as part of a team.
  • Demonstrated experience coordinating and managing large or cross-departmental projects.
  • Demonstrated initiative and good judgment as well as the ability to work well under pressure and with time constraints.
  • High level of professionalism, especially with confidential and sensitive issues.
  • Demonstrated quality of service with attention to accuracy and responsiveness.
  • Demonstrated desire and ability to learn technical info, including details of transit operations and planning, cloud-based software, and open APIs. 
  • Very comfortable using standard document development and sharing tools, such as Google Docs, Word, Adobe, and ability to learn additional tools. 
  • 1-3 years of  RFP or industry experience preferred. Direct experience creating technical, strategy-focused RFP content is a significant plus.
  • Positive mindset and proactive communicator. Today, much of Swiftly’s team is remote, and we communicate asynchronously using tools like Slack, Google Docs, and Notion. This requires over-communication, documentation, and of course, some grace.
  • Independent problem-solver. Especially while the workforce is entirely distributed, it’s important that you are resourceful and tackle new challenges as opportunities to learn.  

This is a multi-faceted role that spans teams and draws on a diverse set of experiences, skills, and interests. We recognize that there are many paths to have acquired ace project management, writing, editing, and detail-oriented collaboration skills, and welcome all applicants who are energized by the prospect of this work but may come from nontraditional backgrounds.

We will require a writing sample as part of the interview process for this role.


Beyond the Skills:

  • We are looking for candidates who are passionate about mobility, sustainability, or mission-oriented projects that have a significant real-world impact. Ideal candidates encompass the core values of our company:
  • Team. You’re a team player that believes in working with others to accomplish big goals.
  • Communication. You believe openness and honesty underpin effective communication.
  • Feedback. You’re a voracious learner. You seek and give constructive feedback to improve your practice.
  • Growth. You are passionate about our work of growing the smart transit industry.
  • Diversity. You cherish other perspectives and opinions.  
  • Impact. You regularly evaluate the return on investment to optimize for positive impact.



Don’t just hit the apply button. We want to hear more about you. Tell us:

- Why are you passionate about mobility?

- What interests you about Swiftly?


We are an equal opportunity employer - we are committed to a workplace that is as dynamic, diverse, and passionate as the communities we serve

Published on:
September 28, 2020 - 1:07pm
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