Governance Senior Specialist

Olympus Corporation; Miami (FL); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive salaries

Comprehensive medical coverage

Paid Parental Leave

On-Site Child Daycare

Paid volunteering programs

Job summary

Olympus Corporation is seeking a Tender Support Specialist based in Miami, Florida. This role involves leading the preparation and submission of tender documents and managing proposal development processes. The ideal candidate must possess bilingual fluency in Spanish and English, strong organizational skills, and a Notary Public certification from the state of Florida.

Key responsibilities include ensuring compliance with procurement policies, analyzing bid submissions, and providing training to representatives. The position offers competitive salaries, comprehensive healthcare, and a supportive work environment.

Qualifications

• Must have at least two years of experience in a related field.
• Experience working in a regulated industry is a plus.

Responsibilities

• Lead preparation and submission of tender documents.
• Act as the central point of contact on assigned proposals.
• Ensure compliance with public procurement policies.
• Conduct training for Olympus representatives and distributors.

Skills

Bilingual fluency in Spanish and English

Strong organizational skills

Attention to detail

Customer and interpersonal skills

Education

Associate’s degree or equivalent

Notary Public certification from the State of Florida

Tools

Microsoft Office Suite

Job description

Working Location: Florida, Miami

Job Description

Tender Support Specialist will lead the preparation, review and submission of required documents and certifications for tender bids, sales through intermediaries, and any non-standard transaction when participating direct through OMS and OPR or indirect through LAD distributors following thresholds under the LAD public procurement processes. In this role, the Tender Support Specialist will work with cross‑functional team members to help respond to requests for participation and manage the proposal development process to ensure on‑time delivery of complete, accurate and compliant proposals. The position involves process monitoring, researching, writing, producing a high volume of client‑facing documentation in support of an array of our products, and post‑tender review to complete win/loss analysis. This role will successfully communicate and collaborate with a variety of internal stakeholders including RA/QA, Marketing, Customer Service, Supply Chain, and other departments, as needed. The Tender Support Specialist should exhibit strong writing skills with excellent attention to detail. The appropriate candidate is expected to be a self‑starter, multitasker who works well under pressure, and follows through on tasks, keeping the team and management informed of any changes.

Job Duties

• Act as the central point of contact on assigned proposals.
• Update tender tracking system to monitor bids and proposals by LAD distributors, integrators at OMS, and OPR.
• Ensure that tenders and business proposals meet all relevant technical specifications and are compliant with public procurement policies and procedures.
• Analyze tender bid submissions through its entire life cycle and evaluate tender bases specifications, review price analysis, final commercial offer, timing completeness consistency, any red flags, and compliance with overall requirements.
• Support tender are submitted consistently ahead of the deadlines set by the tendering authority and follow relevant procedure for tender compilation, and final authorization.
• Conduct presentations as needed, training to new Olympus representatives, distributors/integrators, and refresh training on an annual basis. Training includes Due Diligence/Screening to unauthorized third parties, and RADAR reports platform.
• Respond to overall inquiries from colleagues and clients concerning tenders.
• Support the Legal Department with distributor/integrator contract and Quality Assurance Agreement implementation for the Latin America region.
• Facilitate Third Party legal and compliance screening process.
• Monitoring post‑participation and analyze win/loss opportunities.
• Conduct review of Bids and Proposals submitted by distributors, reconcile and review against what was submitted for approval. Escalate to Compliance, and Distributor Manager should a violation of the Olympus policy be found.
• Manage documents that require notary and apostille from the Florida Department of State for bid participation.
• Solicit Regulatory documents from manufacturing sites when needed.
• Support internal auditors when required for LAD Bids and Proposal audits. Maintain LAD Master Distributor List with updated contract information.
• Continuous review and update LAD and OMS Public Procurement SOP.
• Performs other duties as assigned.

Job Qualifications

Required

• Associate’s degree or equivalent from two‑year college or technical school; or equivalent combination of education and minimum of two years experience.
• Notary Public certification from the State of Florida.
• Bilingual fluency in written and verbal Spanish, and English a must.

Preferred

• Strong organizational skills with ability to prioritize workload.
• Must be detail‑oriented, self‑motivated, able to work independently in a fast paced, deadline driven environment.
• Strong customer and interpersonal skills
• Excellent computer knowledge.
• Experience working with and supporting legal staff considered a plus.
• Experience working in medical device healthcare or other companies in a regulated industry providing goods or services to public sector entities considered a plus.

Equitable Offerings you can count on

• Competitive salaries, annual bonus and 401(k) with company match
• Comprehensive medical, dental, vision coverage effective on start date
• 24/7 Employee Assistance Program
• Free live and on‑demand Wellbeing Programs
• Generous Paid Vacation and Sick Time
• Paid Parental Leave and Adoption Assistance
• 12 Paid Holidays
• On‑Site Child Daycare, Café, Fitness Center

Connected Culture you can embrace

• Work‑life integrated culture that supports an employee centric mindset
• Offers onsite, hybrid and field work environments
• Paid volunteering and charitable donation/match programs
• Employee Resource Groups
• Dedicated Training Resources and Learning & Development Programs
• Paid Educational Assistance

Equal Employment Opportunity

We are deeply committed to fostering a respectful, fair, and welcoming workplace for all individuals, perspectives, and lifestyles. We believe in fostering a non‑discriminatory, inclusive work environment where everyone feels a sense of belonging, in full compliance with legal standards. Empathy and unity are core to our company culture, empowering employees to contribute fully and flourish. We warmly encourage all who wish to bring their talents to Olympus to apply.

Applicants Requesting Accommodations: Olympus is committed to the full inclusion of all qualified individuals. As part of this commitment, Olympus will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact [e-mail]. If your disability impairs your ability to email, you may call our HR Compliance Manager at 1-888-Olympus (1-888-659-6787).

It is the policy of Olympus to extend equal employment and advancement opportunity to all applicants and employees without regard to race, color, national origin (including language use restrictions), citizenship status, religious creed (including dress and grooming practices), age, sex (including pregnancy, childbirth, breastfeeding, medical conditions related to pregnancy, childbirth and/or breastfeeding), gender, gender identity and expression, sexual orientation, marital status, disability (physical or mental) and/or a medical condition, genetic information, ancestry, veteran status or service in the uniformed services, and any other characteristic protected by applicable federal, state or local law.

Posting Notes: United States (US) Florida (US‑FL) Miami Sales