Project Bid Specialist

Job Summary: The Bid Specialist is responsible for managing the bid process from start to finish, including gathering all applicable bids for our company and organizing them, coordinating with various departments, and ensuring proposals are sent out on time. This role requires strong organizational skills, attention to detail, and the ability to work both independently and collaboratively to deliver accurate and thorough proposals on time. The Bid Specialist should be able to manage multiple priorities and thrive in a deadline-driven environment.

$25-45/hour
30-32 hours/week
Some travel needed

Responsibilities:

• Coordinate the end-to-end bid process, keeping each bid project on task with applicable sales rep, purchasing and engineering for quoting and project design, getting proposal paperwork prepared and out the door on time.
• Serve as the central point of contact for bid activities, facilitating clear and effective communication among team members.
• Enter and maintain accurate bid data in the company's bid software including updates to changes, statuses, and relevant details.
• Review all proposals to ensure compliance with client requirements, performing final checks for accuracy, grammar, and completeness before submission.
• Complete pre-qualification packages by gathering and coordinating necessary information from various sources.
• Support M/WBE (Minority/Women-Owned Business Enterprise) participation efforts by facilitating accurate solicitation and compliance with good faith requirements when applicable.
• Ability to read plans and do item counts and create bids from specs and plans
• Order and coordinate plans, bonds, and other required documents.
• Participate in estimating meetings, document key discussions, and prepare detailed meeting minutes.
• Assist in seeking internal stakeholder input and approvals per defined internal guidelines.
• Track contract deadlines, renewals, and expirations, and alert relevant parties of upcoming actions needed.
• Help ensure all signed contracts and documents are stored correctly in a centralized system for easy access.
• Implement gated proposal management process to manage and coordinate proposal schedules, timelines, and assignments to ensure on-time delivery of highest quality proposals
• Adapt to shifting priorities and time-sensitive needs, ensuring flexibility to accommodate incoming bids and critical deadlines.
• Review requirements and prepare proposal responses to small and mid-level RFIs, RFPs, and RFQs for submission to corporate prospects and customers.
• Draft proposals in a professional format that conforms to Customer requirements. Review proposal pricing, terms, and conditions and ensure appropriate approval levels have been provided.
• Working knowledge of contracts and proposals with the ability to understand and follow RFP requirements
• Technical aptitude with the ability to absorb and apply newly learned technical skills
• Strong analytical skills with the ability to understand lines and reasons for questioning

• 2–5 years of experience managing the bid process or in a similar role.
• Bachelor’s degree in a related field is preferred; equivalent experience will be considered.
• Proficiency in procurement and bid management tools, as well as Google Suite
• Excellent organizational and time management skills, with the ability to handle multiple bids simultaneously and meet strict deadlines in a high-pressure environment.
• Strong written and verbal communication skills, with the ability to collaborate effectively across departments and present bid information clearly and concisely.