Bid Coordination Specialist

The Bid Coordination Specialist is responsible for supporting and coordinating with the Energy Systems Regional Sales Managers throughout the entire bidding process. This role involves managing bids and proposals in response to awarded contracts and requests for proposals. Additionally, it includes monitoring active projects to identify potential bidding opportunities.

Responsibilities

Maintain comprehensive and accurate bid documentation, including bid files, communication records, and pricing information; Coordinate bid activities from opportunity qualification through to submission; Maintain bid schedules, monitor deadlines, and ensure deliverables are completed on time; Support the creation and formatting of bid documents and templates; Oversee and monitor projects through various bidding platforms to assist Regional Sales Managers in quoting projects; Collaborate with internal stakeholders, such as sales, operations, and subject matter experts, to gather information and develop effective bid strategies; Coordinate and facilitate bid review meetings, ensuring key stakeholders can provide input and address any concerns or issues; Monitor business activity and pipeline information within a CRM or other system, including running reports and monitoring project status; Review and facilitate discount requests (e.g., smart pricing discounts and quarterly promotions); Establish connections with contractors to identify awarded projects and their recipients.

Requirements

Associate's degree in business administration or related field, or equivalent experience; 1 year of experience in a corporate environment; Ability to learn the bid lifecycle, proposal writing, development, and contract negotiation process; Strong project management skills, with the ability to prioritize tasks, meet deadlines, and manage multiple bids simultaneously; Proficiency using MS Office and experience using enterprise software; Ability to implement budgetary and cost-control measures with solid negotiation and persuasive skills; Attention to detail and high accuracy in bid preparation and review; Excellent interpersonal skills with internal and external customers; Must be team oriented and self-directed; Ability to work and communicate well with others; Excellent written and verbal communication skills, with the ability to present complex information clearly and persuasively.

Nice to have

Bachelor's degree in business administration or related field; 3+ years of experience as a bid manager, proposal manager, or similar role; Experience in managing bids for complex projects or large-scale contracts.