Official Job Title: Bid Management Specialist
Job Summary:
The Bid Management Specialistis responsible for managing the preparation and submission of proposals, bidding documents, and related documents. This role ensures that all submissions (eligibility, technical and financial documents) are accurate, complete, and aligned with internal standards, regulatory requirements, and client expectations.
Key Responsibilities:
Bid Preparation & Compliance:
- Lead the preparation and compilation of RFPs, RFQs, and/or other bid documents
- Coordinate with internal and external teams to gather eligibility, technical, financial inputs / documents
- Ensure all bid components are complete, accurate, and aligned with client requirements
- Maintain clear timelines and checklists to manage multiple submissions simultaneously, if necessary
- Conduct thorough quality checks to ensure full compliance with bid requirements
- Ensure adherence to internal standards and best practices for bid submissions
- Track and implement lessons learned to prevent recurring mistakes
Communication & Collaboration:
- Act as the primary point of contact for internal stakeholders for assigned activities/tasks such as bid progress, requirements and other relevant activities
- Collaborate with other departments and/or partners to optimize cross-functional processes.
- Provide guidance to ensure all contributors understand submission requirements and deadlines
Process Improvement & Risk Management:
- Act as the SME / Go-to person for Government Bids and similar sectors
- Monitor adherence to internal processes and standards
- Identify gaps or risks in the bid process and recommend corrective actions
- Continuously improve bid management workflows, templates, and checklists
- Maintain a repository of past submissions, templates, and reference documents for efficiency
Data Management, Reporting & Documentation
- Maintain records of all bids submitted, including compliance checklists and supporting documents
- Provide reports to leadership on bid status, upcoming opportunities, and lessons learned
Administrative Support:
- Provide administrative support to the FuturEdge Team, as necessary
- Prepare and maintain related documentations according to standards, such as but not limited to: proposals, project documents, contracts, reports and other business documents.
- Participate in special projects and perform other duties as assigned.
Training & Development:
- Participate in training programs and workshops to enhance skills and knowledge
- Share knowledge and best practices with team members to promote a culture of continuous learning.
Qualifications:
- Highly organized and detail-oriented, with a strong focus on accuracy
- Knowledgeable in bid management, proposal preparation, and compliance requirements
- Has experience working as a bid specialist, sales support / admin, or a relevant role
- Proficient in Microsoft Office Applications
- Strong analytical and problem-solving skills
- Able to communicate insights and recommendations clearly to team members and leadership
- Basic understanding of sales and marketing principles
- Ability to flourish with minimal guidance
- Ability to adapt to changing priorities and work in a fast-paced environment
- Willing to learn and to be trained
- The ability to travel as needed
- Familiarity in using CRM systems and other relevant tools is a plus
- Must be amenable to work on-site
- Amenable to work overtime when needed
- Preferably candidates residing within Mandaluyong or nearby areas.
