What are the responsibilities and job description for the Bid Desk Manager position at Pacific Office Automation?
About Pacific Office Automation
Pacific Office Automation is the largest independently owned document imaging and technology dealer in the nation. Founded in 1976, we have grown to 40 branches across 11 western states and built strong partnerships with leading manufacturers including Canon, Sharp, Konica Minolta, HP, Ricoh, Lexmark, and more.
At POA, we offer long-term career opportunities, competitive benefits, and a collaborative team environment. We invest in training and development to help our employees grow, and we believe every voice matters—regardless of role or tenure.
Position Overview
Pacific Office Automation is seeking a Bid Desk Manager to support our Commercial sales organization. This role is responsible for identifying proposal opportunities, preparing and submitting competitive bids, and coordinating closely with sales teams, vendors, and branch leadership to ensure accurate, timely, and compliant proposal responses.
This position will be based in Beaverton, OR or Phoenix, AZ. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced environment managing multiple proposals simultaneously.
Essential Job Duties
Pacific Office Automation is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, gender, sexual orientation, gender identity or expression, age, religion, veteran status, or any other characteristic protected by law. We celebrate our differences and believe diversity makes us stronger.
Pacific Office Automation is the largest independently owned document imaging and technology dealer in the nation. Founded in 1976, we have grown to 40 branches across 11 western states and built strong partnerships with leading manufacturers including Canon, Sharp, Konica Minolta, HP, Ricoh, Lexmark, and more.
At POA, we offer long-term career opportunities, competitive benefits, and a collaborative team environment. We invest in training and development to help our employees grow, and we believe every voice matters—regardless of role or tenure.
Position Overview
Pacific Office Automation is seeking a Bid Desk Manager to support our Commercial sales organization. This role is responsible for identifying proposal opportunities, preparing and submitting competitive bids, and coordinating closely with sales teams, vendors, and branch leadership to ensure accurate, timely, and compliant proposal responses.
This position will be based in Beaverton, OR or Phoenix, AZ. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced environment managing multiple proposals simultaneously.
Essential Job Duties
- Maintain and manage a bid tracking log to monitor the status of all active and submitted proposals
- Serve as the central point of contact for open bid and proposal preparation
- Monitor bid platforms and announcements for new commercial RFP opportunities
- Partner with sales representatives and sales managers to develop effective bid strategies
- Prepare, review, and submit proposal responses in accordance with customer requirements
- Verify proposal accuracy to ensure recommended equipment and solutions meet customer needs
- Ensure all required documentation and information are included to qualify proposals as responsive
- Negotiate pricing support and discounts with vendors for eligible proposals
- Prepare detailed pricing workbooks to document all costs associated with each proposal
- Maintain organized records of awarded contracts, submitted proposals, and contract offers
- Respond to internal inquiries regarding contract terms, pricing, and proposal status
- Respond to customer inquiries related to invoices, delivery timelines, and contract details
- Coordinate with counterpart team members to balance workload and share projects as needed
- Travel to branch offices or attend customer presentations as required (occasional overnight travel)
- High school diploma required; bachelor’s degree in business administration, communications, or a related field strongly preferred
- 2–5 years of experience in account management or sales support, preferably supporting major or commercial accounts in the Office Technology and Business Equipment Industry.
- Experience supporting proposal development and RFP responses strongly preferred
- Demonstrated ability to manage confidential and sensitive information with discretion
- Exceptional organizational and time management skills with the ability to prioritize competing deadlines
- Strong written and verbal communication skills, including professional correspondence, proposals, quotes, and presentations
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher)
- Comfortable using scheduling tools, expense systems, and virtual meeting platforms
- High level of professionalism with the ability to represent leadership and the organization to internal and external stakeholders
- Ability to remain calm, adaptable, and solution-oriented in a deadline-driven environment
- Proven ability to work independently while collaborating effectively across teams
- Opportunities for advancement and long-term career growth
- Collaborative, team-oriented work environment
- Medical, dental, vision, and life insurance
- 401(k) with company match
- Paid time off, vacation, and sick leave
- FSA program
Pacific Office Automation is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, gender, sexual orientation, gender identity or expression, age, religion, veteran status, or any other characteristic protected by law. We celebrate our differences and believe diversity makes us stronger.