Job Description
The Bid Specialist provides administrative and operational support to the Business Development and Bid Development team. This role is responsible for coordinating tasks, organizing documentation, gathering pricing inputs, and ensuring bid-related materials are compiled accurately and efficiently. This position does not lead bid strategy or estimating efforts but plays a vital support role in maintaining organization, meeting deadlines, and ensuring documentation accuracy. The ideal candidate is highly organized, detail-oriented, technically proficient, and thrives in a structured, deadline-driven environment. Key Responsibilities Bid & Proposal Support Assist the Vice President of Business Development and Senior Bid & Estimating Manager with preparation and formatting of bid documents and proposal materials. Compile, organize, and assemble documentation for submission packages. Assist with maintaining bid folders, templates, checklists, and supporting documentation. Proofread documents for formatting consistency, grammar, and completeness. Assist with tracking bid deadlines and support milestone reminders. Material Supplier Coordination Assist with distributing material pricing requests to suppliers as directed. Collect, organize, and track pricing responses. Maintain organized records of supplier communications and pricing documentation. Scheduling & Administrative Coordination Assist as needed with scheduling internal bid review meetings and coordination calls. Prepare meeting notes and follow-up task summaries as needed. CRM & Reporting Support Update notes or documentation within existing CRM opportunities as directed. Assist with data organization and reporting needs for the BD team. Document & Process Support Assist with organizing archived bid files and historical data. Support continuous improvement of document organization and workflow processes Physical Demands, Education & Other Requirements The requirements and physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position, with or without reasonable accommodation.