Bid Coordination Specialist

West Coast Energy Systems; Sussex (WI); On-site; USD 55,000 - 90,000; Full time

Job summary

West Coast Energy Systems is seeking a Bid Coordination Specialist to support Regional Sales Managers through the full bidding lifecycle. You will manage bids, collect requirements, and ensure timely submissions.

The ideal candidate has an associate degree, at least one year in a corporate setting, and strong project management, communication, and negotiation skills. You will collaborate with sales, operations, and SMEs to craft competitive proposals and maintain records.

Qualifications

• Associate's degree or equivalent experience required.
• 1 year of experience in a corporate environment.
• Knowledge of bid management and proposal processes is preferred.

Responsibilities

• Maintain comprehensive bid documentation including files and pricing.
• Coordinate bid activities from qualification to submission.
• Monitor bid schedules and deadlines to ensure on-time deliverables.
• Support creation and formatting of bid documents and templates.
• Oversee bidding platforms to assist Regional Sales Managers in quoting projects.
• Collaborate with sales, operations, and SMEs to gather information and develop bid strategies.
• Coordinate bid review meetings with stakeholders for input and issue resolution.
• Track business activity and pipeline in CRM, run reports, monitor project status.
• Review and facilitate discount requests and quarterly promotions.

Skills

Bid management

Proposal development

Project management

Communication

MS Office

Negotiation

Team coordination

Education

Associate's degree in business administration or related field

Bachelor's degree in business administration (preferred)

Tools

CRM software

Bid platforms

MS Office (Word/Excel/PowerPoint)

Job description

We believe power is a promise - a shared commitment to be there for others when it matters most.

For more than 65 years, we've turned big ideas into solutions that help protect homes, strengthen businesses and build a more resilient, efficient, sustainable energy future.

Ready to Power a Smarter World with us?

The Bid Coordination Specialist is responsible for supporting and coordinating with the Energy Systems Regional Sales Managers throughout the entire bidding process. This role involves managing bids and proposals in response to awarded contracts and requests for proposals. Additionally, it includes monitoring active projects to identify potential bidding opportunities.

Major Responsibilities

• Maintain comprehensive and accurate bid documentation, including bid files, communication records, and pricing information.
• Coordinate bid activities from opportunity qualification through to submission.
• Maintain bid schedules, monitor deadlines, and ensure deliverables are completed on time.
• Support the creation and formatting of bid documents and templates.
• Oversee and monitor projects through various bidding platforms to assist Regional Sales Managers in quoting projects.
• Collaborate with internal stakeholders, such as sales, operations, and subject matter experts, to gather information and develop effective bid strategies.
• Coordinate and facilitate bid review meetings, ensuring key stakeholders can provide input and address any concerns or issues.
• Monitor business activity and pipeline information within a CRM or other system, including running reports and monitoring project status.
• Review and facilitate discount requests (e.g., smart pricing discounts and quarterly promotions).
• Establish connections with contractors to identify awarded projects and their recipients.

Minimum Job Requirements

• Associate's degree in business administration or related field, or equivalent experience.
• 1 year of experience in a corporate environment.

Preferred Job Requirements

• Bachelor's degree in business administration or related field.
• 3+ years of experience as a bid manager, proposal manager, or similar role.
• Experience in managing bids for complex projects or large-scale contracts.

Knowledge / Skills / Abilities

• Ability to learn the bid lifecycle, proposal writing, development, and contract negotiation process.
• Strong project management skills, with the ability to prioritize tasks, meet deadlines, and manage multiple bids simultaneously.
• Proficiency using MS Office and experience using enterprise software.
• Ability to implement budgetary and cost-control measures with solid negotiation and persuasive skills.
• Attention to detail and high accuracy in bid preparation and review.
• Excellent interpersonal skills with internal and external customers.
• Must be team oriented and self-directed.
• Ability to work and communicate well with others.
• Excellent written and verbal communication skills, with the ability to present complex information clearly and persuasively.

"We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law."