Governance Senior Specialist

Olympus Corporation of the Americas; Miami (FL); Hybrid; USD 55,000 - 85,000; Full time

Job summary

Olympus Corporation of the Americas in Miami, FL seeks a Tender Support Specialist to lead document preparation, review and submission for bids, ensuring on-time, compliant proposals in public procurement settings. This hybrid role emphasizes cross-functional collaboration with RA/QA, Marketing, Customer Service and Supply Chain.

You will monitor tender processes, produce high-volume client-facing documentation, and support training for distributors and internal teams while maintaining

Qualifications

• Associates degree or equivalent from two-year college or technical school, or equivalent combination with two years of experience.
• Notary Public certification from the State of Florida.
• Bilingual fluency in written and verbal Spanish and English.

Responsibilities

• Act as 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.

Skills

Strong writing skills

Bilingual Spanish/English

Education

Associate degree or equivalent

Notary Public certification (Florida)

Job description

Working Location: Florida, Miami

Workplace Flexibility: Hybrid

For more than 100 years, Olympus has focused on making people’s lives healthier, safer and more fulfilling.

Every day, we live by our philosophy, True to Life, by advancing medical technologies and elevating the standard of patient care so people everywhere can fulfill their desires, dreams, and lives.

Our five Core Values empower us to achieve Our Purpose:

Patient Focus, Integrity, Innovation, Impact and Empathy.

Learn more about Life at Olympus: https://www.olympusamerica.com/careers .

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 self-starter, multitasker who works well under pressure, and follows through on tasks, keeps 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:

• Associates 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.

Why join Olympus?

We offer a holistic employee experience supporting personal and professional well-being through meaningful work, equitable offerings, and a connected culture.

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

*US Only

**Center Valley, PA and Westborough, MA

Are you ready to be a part of our team?

Learn more about our benefits and incentives: https://www.olympusamerica.com/careers/benefits-perks .

At Olympus, we are committed to Our Purpose of making people’s lives healthier, safer and more fulfilling. As a global medical technology company, we partner with healthcare professionals to provide best-in-class solutions and services for early detection, diagnosis and minimally invasive treatment, aiming to improve patient outcomes by elevating the standard of care in targeted disease states.

For more than 100 years, Olympus has pursued a goal of contributing to society by producing products designed with the purpose of delivering optimal outcomes for its customers around the world.

Headquartered in Tokyo, Japan, Olympus employs more than 31,000 employees worldwide in nearly 40 countries and regions. Olympus Corporation of the Americas, a wholly owned subsidiary of Olympus Corporation, is headquartered in Center Valley, Pennsylvania, USA, and employs more than 5,200 employees throughout locations in North and South America. For more information, visit www.olympusamerica.com .

You Belong at Olympus

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).

Let’s realize your potential, together.

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