Bid Specialist

Position Summary

The Bid Specialist is responsible for managing the development, coordination, and submission of proposals and bid responses that support business growth objectives. This role collaborates with internal teams, clients, vendors, subcontractors, and insurance providers to prepare compliant, competitive submissions, obtain required documentation, support client presentations, and assist with business development activities. The Bid Specialist serves as a key point of contact throughout the proposal process, ensuring timely submissions and positive client engagement.

Essential Duties and Responsibilities

Proposal and Bid Management

• Review RFPs, RFQs, RFI's and solicitation documents to identify requirements, deadlines, and deliverables.
• Coordinate the full proposal development process, including content creation, editing, formatting, and submission.
• Collaborate with internal stakeholders to gather technical, operational, financial, and contractual information.
• Assist with pricing coordination and proposal strategy.
• Maintain proposal schedules, templates, content libraries, and submission records.
• Monitor procurement portals for bidding opportunities.
• Track proposal outcomes and support continuous process improvement.

Documentation and Compliance

• Obtain, organize, and maintain all required bid and proposal documentation.
• Coordinate with insurance providers, subcontractors, vendors, and internal departments to secure required materials.
• Ensure proposal packages are complete, accurate, and compliant with client requirements.
• Manage and track Certificates of Insurance (COIs), bonding information, licenses, registrations, certifications, safety records, financial documents, references, and other qualification materials.
• Support customer prequalification, vendor registration, and onboarding activities.

Client Relations and Business Development Support

• Prepare presentations, capability statements, proposal summaries, and supporting materials for client meetings and business development initiatives.
• Participate in virtual and in-person client meetings, proposal discussions, pre-bid conferences, and qualification reviews.
• Support business development and account management efforts through client communication and follow-up.
• Collaborate with field and operations teams to ensure client requirements and feedback are incorporated into proposals and presentations.

#AFS25

We are an equal opportunity employer without regard to race, color, religion, sex (including pregnancy, transgender status, and sexual orientation), national origin, age (40 or older), disability, or genetic information. 

Required Qualifications

• Bachelor's degree in Business, Marketing, Communications, Finance, or related field, or equivalent experience.
• 2–5 years of experience in proposal coordination, bid management, business development support, or contract administration.
• Experience preparing and submitting RFP and RFQ responses.
• Strong project management, organizational, communication, and presentation skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to manage multiple priorities and deadlines while maintaining a high level of accuracy and attention to detail.
• Strong interpersonal skills and ability to interact professionally with clients and internal stakeholders.

Preferred Qualifications

• Experience managing bid compliance documentation including COIs, bonds, licenses, and certifications.
• Familiarity with procurement portals, proposal management software, and vendor management systems.
• Knowledge of contract administration, insurance compliance, and risk management requirements.
• APMP certification or related credential.
• Experience supporting client-facing business development activities.

Core Competencies

• Proposal and bid management
• Technical writing and editing
• Documentation and compliance management
• Client relationship management
• Presentation development
• Business development support
• Project coordination
• Professional communication
• Attention to detail
• Time management and organization
• Collaboration and problem-solving

Success Measures

• On-time proposal submissions
• Accuracy and completeness of bid documentation
• Compliance with solicitation requirements
• Proposal win rate and contract awards
• Client satisfaction and responsiveness
• Effective management of compliance documentation and qualifications
• Strong internal and external stakeholder relationships

Salary : $50,000 - $60,000