Bids Coordinator

Seeking a detail-oriented and proactive Bids Coordinator with post-secondary education (B.A., Law Clerk, or Paralegal Diploma) and 1+ years of experience in proposals, bids, or public sector sales. Strong reading, writing, and technical writing skills are essential. Must excel in time management, prioritization, and organization, with exceptional communication and grammar. The role requires adaptability in a fast-paced environment, balancing multiple deadlines while supporting internal stakeholders with professionalism. Ability to work independently and in a team is key. IT background preferred.

Responsibilities:

• Respond to research bids for both Info-Tech (IT) and sub-division McLean (HR).
  • This includes meticulously filling out forms using PDF editor, and working with legal to ensure all forms are redlined, marked/up and approved before finalization.
• Daily task - Search Bid sites and bid emails, evaluating those that are in-scope to our services, and email potential opportunities to the proper contacts.
  • Coordinate, collaborate, and document in our tracking system of the bid responses passed over as well as those bids to which we will respond. Tracking of bids won and lost (and the details of each) is a daily tasks with other revenue generating deadline-driven tasks.
• Ongoing tasks – Create/edit templates, and various how-to resources/guides, email templates, training decks, marketing content, IP documentation, and bid writing content to be used by all ITRG staff to aid in bid responses or sales cycles. These are to be professionally written and designed to be posted on the bids & contracts resource center (intranet page).
• Responsible for helping build proposal collateral and sales collateral within the bids & contracts resource center (intranet) both independently and with marketing, products, legal, finance, design, and other team members.
• Assist in developing and maintaining the Bids & Contracts team processes such as auto response, email templates, and distribution emails. This includes the ability to forecast needs and creating tools for those needs along with anything that arises on an ad-hoc basis.
• Assist in building updated collateral for products per purchasing contract as well as templates for re-use within bids and overall Public Sector sales pursuits. This includes updating collateral regularly when company information and offerings change. (Ongoing tasks and stretch projects).
• Assist with transition between RFP acceptance and contract execution. This includes working with legal and formalizing final agreements, signatures, and compliance plans, where required.
• Gain understanding of the bid, proposal and contract review process for documents related to public sector sales, contracts, vendors of record and bid responses.
• Assisting with maintenance and posting of sales and contractual documents on intranet sites as well as the Public Sector Bids and Contracts Resource Centre.

The following skills and attributes are also essential:

• Positive attitude – a sense of humor is welcomed.
• Strong organizational skills with the ability to be proactive and follow through independently and within teams.
• Superior communication skills (both verbal, written, and reading).
• Ability to think critically and thoroughly to problem solve complex situations.
• Professional and dependable with a strict adherence to client and company confidentiality.
• Ability to multi-task, prioritize, and work to achieve deadlines in complex and dynamic situations.
• Strong service skills (both internally and customer-facing).
• Thrive in a paperless environment. Adept at learning new technology. Proficient with Microsoft Office Suite.
• Salesforce experience is an asset; however, the willingness to learn this CRM software is essential.
• Able to handle competing tasks at once with continuous new incoming tasks to manage and execute.

Info-Tech Research Group of companies is an equal opportunity employer committed to diversity and inclusion and does not discriminate on the basis of any legally protected status or characteristic including Minority/Female/Sexual Orientation/Gender Identity/Disability/Veteran and are pleased to consider all qualified applicants. To that end, upon request, ITRG will ensure, to the extent possible, that accommodation be made available to applicants throughout the recruitment and hiring process.