Associate Bid Specialist

Are you tired of working long hours in an office with no flexibility? Do you want to work from home and travel on weekends? Are you looking to join a team that knows how to have fun and is willing to challenge itself? Join us as Associate Bid Specialists!

As an Associate Bid Specialist, you'll be responsible for researching and identifying potential acquisition targets, as well as sourcing suitable vendors to support the business. You will liaise with partners on proposals from prospective suppliers in order to ensure that they are a good fit for our business. You'll also identify key requirements which will allow us to source high-quality solutions at competitive prices.

In addition, you'll manage bids of various types within both the Information Technology (IT) division and the Acquisition team; including those related to legal procurement processes such as a request for quotes (RFQs), quotation requests or tenders; plus small-scale purchases such as equipment upgrades or software licences.

Requirements

Day-to-day management of the proposal team is the engine at the centre of all successful proposals. Daily check-ins are essential for identifying issues and risks, assigning and following up on actions, and updating the team on any changes to customer initiatives, bid budgets, and so on.

Support sales teams with proposal processes (review, response preparation, approval monitoring, and final submissions)

Review and analyse tender documents for an understanding of bid response, requirements, and terms and conditions

Review all tender and other project documents prior to kick-off calls and identify escalation points where business partners will need to be engaged

Lead tender, proposal meetings and kick-off calls to establish strategy, timelines and deliverables plan

Build proposal documents according to the requirements in each tender request and in alignment with company established style guidelines and messaging

Write initial draft Cover Letters and Executive Summaries leveraging Sales inputs from the deal strategy while utilizing approved templates

Responsible for helping ensure that the broader team delivers timely, accurate, high-quality documents that are customized to meet the needs and expectations of internal and external clients.

Ability to coach sales teams and subject matter experts in persuasive writing and proposal best practice

Coordinate and review/edit proposal input from a variety of stakeholders, contributions from sales, marketing, product teams, finance, commercial, legal and delivery teams.

Convert customer documents into formats required for Tender submission

Coordinate with various internal groups including sales, service delivery, client engagement, marketing, legal, compliance and finance to develop the components of the proposal

Ensure final product meets Tender specifications, internal approvals and final submission deadline

Ensure company policies and procedures regarding review, approval, and signature authority are followed during the bid process

Qualifications

Project management and organizational skills, with the ability able to manage concurrent projects and tasks while meeting competing deadlines

Mastery in Microsoft Word (tables, formatting, fonts, graphics, etc.)

Advanced in Microsoft PowerPoint (tables, formatting, fonts, graphics, etc.)

Excellent verbal and written communication skills, plus strong proofreading skills

Ability to work under tight deadlines with the flexibility to work on several projects concurrently

Adaptable and flexible; composed under pressure while managing competing demand

Ability to interact professionally and establish relationships across all levels of the organization

Communicate and influence at a senior level with internal stakeholders

Experience researching and collaborating with subject matter experts to write and edit compelling proposals that are customised to the needs of the client

Experience mentoring, training, and guiding team members through projects requirements and milestones

Ability to work independently through a project with minimal supervision