Tender and Bid Specialist

Anarust Inc.; Florida; On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement plans

Professional development

Job summary

Anarust Inc. in Florida is seeking a detail-oriented Tender and Bid Specialist to lead the preparation and submission of bids, tenders, and RFPs. You will coordinate input from internal departments, track deadlines, and ensure all requirements are met with accuracy and compliance.

The role calls for strong writing, research, project coordination, and communication skills to manage multiple opportunities while maintaining quality throughout the bidding process.

Qualifications

• Bachelor’s degree in a related field preferred.
• Experience in tender management, bid coordination, or procurement is advantageous.
• Strong written communication, editing, and document preparation skills.
• Ability to interpret complex tender requirements with attention to detail.
• Proficient in MS Office and document management tools.

Responsibilities

• Identify tender opportunities and prepare bid submissions.
• Coordinate input from internal teams to develop proposals.
• Review documents for eligibility, requirements, and compliance.
• Manage bid documents, certificates, and supporting materials.
• Track deadlines and internal milestones for submissions.
• Collaborate with sales, procurement, finance, legal, and technical teams.
• Coordinate pricing information and verify cost estimates.
• Ensure submissions meet formatting and tender instructions.
• Communicate clarifications to stakeholders professionally.
• Maintain bid registers and report on outcomes.

Skills

Written communication

Editing

Document preparation

Attention to detail

Cross-functional coordination

Time management

Analytical thinking

CRM/ERP knowledge

MS Office proficiency

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Word

Excel

PowerPoint

Document management tools

Job description

We are seeking a highly organized and detail-oriented Tender and Bid Specialist to coordinate the preparation, development, and submission of competitive bids, tenders, proposals, and requests for proposals (RFPs). The successful candidate will manage bid documentation, monitor submission deadlines, coordinate input from internal departments, and ensure that all proposals meet client requirements and submission guidelines.

The ideal candidate will possess excellent writing, research, project coordination, and communication skills, with the ability to manage multiple tender opportunities while maintaining accuracy, compliance, and quality throughout the bidding process.

Key Responsibilities

• Tender Identification: Research and identify relevant tender opportunities, requests for proposals (RFPs), requests for quotations (RFQs), and invitations to bid (ITBs).
• Bid Preparation: Coordinate and prepare comprehensive bid submissions, proposals, quotations, and supporting documentation.
• Requirements Analysis: Review tender documents, assess eligibility criteria, identify submission requirements, and ensure compliance with client specifications.
• Document Management: Compile, organize, proofread, and maintain accurate bid documents, certificates, forms, and supporting materials.
• Deadline Management: Track tender schedules, submission deadlines, clarification periods, and internal review milestones.
• Cross-Functional Coordination: Collaborate with sales, procurement, finance, legal, technical, and project teams to gather information and develop competitive proposals.
• Pricing Coordination: Work with relevant departments to collect pricing information, verify cost estimates, and ensure commercial proposals are complete and consistent.
• Compliance and Quality Assurance: Review submissions for accuracy, completeness, formatting, and adherence to tender instructions.
• Supplier and Client Communication: Coordinate clarification requests, communicate with stakeholders, and manage tender-related correspondence professionally.
• Bid Tracking and Reporting: Maintain bid registers, monitor submission status, document outcomes, and prepare reports on bid performance.
• Proposal Improvement: Analyze successful and unsuccessful bids, identify improvement opportunities, and recommend strategies to strengthen future submissions.
• Confidentiality: Protect sensitive commercial information and ensure secure handling of bid documents and pricing data.

Qualifications and Requirements

• Bachelor’s degree in Business Administration, Supply Chain Management, Marketing, Project Management, or a related field preferred.
• Previous experience in tender management, bid coordination, proposal writing, procurement, or contract administration is an advantage.
• Strong written communication, editing, and document preparation skills.
• Excellent attention to detail and ability to interpret complex tender requirements.
• Proficiency in Microsoft Word, Excel, PowerPoint, and document management tools.
• Strong organizational and time-management skills, with the ability to manage multiple deadlines.
• Ability to coordinate effectively with cross-functional teams and external stakeholders.
• Strong analytical, research, and problem-solving abilities.
• Understanding of commercial proposals, pricing documentation, and bid submission procedures.
• Ability to handle confidential information and maintain accurate records.

Preferred Skills

• Experience preparing RFP, RFQ, ITB, and public or private sector tender submissions.
• Familiarity with e-tendering portals and electronic procurement systems.
• Knowledge of contract terms, procurement procedures, and bid evaluation criteria.
• Experience using CRM, ERP, or project management software.
• Understanding of risk assessment, compliance documentation, and commercial proposal development.
• Experience maintaining bid pipelines and analyzing win rates and tender outcomes.

What We Offer

• Competitive annual compensation based on experience and qualifications.
• Opportunities for professional development and career advancement.
• Training in tender management, proposal development, and procurement processes.
• A collaborative work environment with exposure to cross-functional business operations.
• Opportunities to contribute to strategic bidding and business development initiatives.
• Potential health insurance, retirement plans, paid time off, and other benefits, depending on the employer.
• Career progression opportunities in bid management, contracts administration, procurement, and business development.

Equal Opportunity Statement: We are committed to providing equal employment opportunities to all qualified applicants. Employment decisions are made without discrimination and in accordance with applicable laws.