What are the responsibilities and job description for the Bid Desk Specialist position at Lakeshore Recycling Systems?
The Bid Desk Specialist is responsible for managing the bid process from start to finish, ensuring that the company delivers timely and competitive proposals to customers and prospects. This role involves coordinating responses to requests for quotes (RFQs) and proposals (RFPs), working with cross-functional teams, and supporting the organization in meeting customer needs and winning business. The ideal candidate is organized, detail-oriented, and capable of managing multiple bid projects simultaneously.
Reports to : VP of Pricing
Bid Management
Act as the primary point of contact for all bid-related inquiries and communications within the company.
Review, evaluate, and prioritize incoming bid requests to determine alignment with the company's goals and capabilities.
Coordinate and manage the end-to-end bid process, including initial response development, information gathering, proposal creation, and final submission.
Track and document each stage of the bid process, ensuring adherence to internal deadlines and customer requirements.
Facilitate cross-functional coordination with all bid related processes.
Collaborate with sales, operations, finance, and legal teams to gather necessary information and validate the company's ability to meet the bid requirements as needed.
Engage with subject matter experts (SMEs) across departments to ensure that proposals address customer requirements and highlight the company's strengths.
Conduct regular bid reviews and status updates to keep all stakeholders informed and aligned on bid progress and timelines.
Proposal Development
Draft and format bid documents to ensure they are professional, accurate, and align with company standards.
Customize proposals to fit customer needs while highlighting the company's value propositions and competitive differentiators.
Collaborate closely with the legal team to review terms and conditions, ensuring that proposals are compliant with company policies and risk guidelines.
Documentation and Compliance
Maintain accurate records of all bid documents, responses, and submissions in the bid management system.
Ensure that all bid materials meet regulatory and compliance standards, including any industry-specific or governmental requirements.
Develop and update templates and standardized content for future bids to improve efficiency and consistency in responses.
Post-Bid Analysis and Improvement
Conduct post-bid analysis to assess bid performance, identify improvement areas, and gain insights for future bids.
Collect and analyze customer feedback on proposal submissions, collaborating with the team to continuously enhance the bid process and win rates.
Participate in debriefs on lost bids to understand reasons and refine bid strategies accordingly.
Bachelor's degree in business, Communications, Marketing, or a related field preferred but not required.
2-4 years of experience in a bid desk, or proposal management role. Experience in Solid waste and recycling industry is preferred but not required.
Strong project management skills with the ability to manage multiple bids simultaneously while maintaining accuracy and meeting deadlines.
Excellent written and verbal communication skills, with the ability to work cross-functionally and convey information clearly.
Highly detail-oriented with the ability to maintain quality control over multiple documents and adhere to compliance standards.
Familiarity with bid and proposal software, CRM systems (e.g., Salesforce), and document management tools (e.g., SharePoint, Google Workspace, Demand Star, BidNet Direct, etc.).
Ability to anticipate challenges, navigate complex requirements, and develop solutions to meet customer needs within established timelines.
Ability to understand and respond effectively to customer requirements in bid responses.
Capable of working in a fast-paced environment with shifting priorities and short deadlines.
Strong team player with experience in cross-functional collaboration and relationship-building.
Proactive in identifying and implementing improvements in bid desk processes to enhance efficiency and win rates.
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