Bid Coordination Specialist

Generac; Sussex (WI); On-site; USD 55,000 - 75,000; Full time

Job summary

Generac is seeking a Bid Coordination Specialist to support Energy Systems Regional Sales Managers through the full bidding lifecycle. You will manage bids and proposals in response to contracts and RFIs, ensuring accurate documentation and timely submissions across multiple projects.

The role requires strong project management, attention to detail, and collaboration with sales, operations, and SMEs to craft effective bid strategies.

Qualifications

• Associate's degree or equivalent experience required; 1 year in corporate setting.
• Preferred: Bachelor's degree in business administration or related field.
• Strong knowledge of bid lifecycle, proposal writing, and contract negotiation.

Responsibilities

• Maintain bid documentation, files, records, and pricing.
• Coordinate bid activities from qualification to submission.
• Maintain bid schedules and meet deadlines.
• Support creation and formatting of bid documents and templates.
• Oversee bidding platforms and assist Regional Sales Managers in quoting.
• Collaborate with sales, operations, and SMEs to develop bid strategies.
• Coordinate bid review meetings with stakeholders.
• Monitor CRM data, run reports, and track project status.
• Review discount requests and quarterly promotions.
• Establish connections with contractors to identify awarded projects.

Skills

Bid lifecycle

Proposal writing

Contract negotiation

Project management

MS Office

Attention to detail

Interpersonal skills

Team oriented

Communication skills

Education

Associate's degree in business administration or related field

Bachelor's degree in business administration or related field

Job description

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.