Bid Specialist at Bidvest Facilities Management

Role Description 
To facilitate the development and submission of comprehensive bid proposals to prospective Clients, timeously & within budget. Ensure that the Company has given itself the utmost possible chance for the bid success.

Key traits are positive and enthusiastic bid specialist with sound admin and project skills to work alongside the Bid Manager and Sales Team. Excellent project management and organization skills critical.

Responsibilities 

• Manage day-to-day bid process activities from the initial stage to submission & ensure optimal resource usage
• Develop & manage the bid process plan towards effectively responding to RFIs, RFQs & RFPs
• Generate leads, RFP’s, RFI’s and RFQ’s from online portals and provide statistics on success rate monthly.
• Analyse tender documents & research specific potential clients in order to develop targeted proposals that meet the client’s needs & aspirations
• Research potential clients to develop targeted proposals that meet the client’s needs & aspirations
• Facilitate the writing of comprehensive responses to RFIs, RFQs & RFPs in order to produce market leading proposals
• Engage with operations and top management in ensuring that proposals are reflective of the business & individual client’s needs
• Liaise with support services such as Finance, People Management, Supply Chain, to ensure integrity of information required for bid proposals
• Ensure quality of bid documents in accordance with Bidvest Facilities Management & best practice quality standards
• Ensure that bid documents are strictly submitted within set timescales
• Implement & maintain a controlled access storage for data & bid information for ease of use by internal bid team members
• Responsible for effective communication between the client & company throughout the bid process
• Co-ordinate client site visits & deliver informative presentations in conjunctions with operations
• Conduct white board and dashboard updates - Consistent tracking of prospect bids & proposals submitted with business development team
• Co-ordinate the application process for registration with clients
• Handing of drafts & finalized bid documentation to the Sales team including Chief Sales & Marketing Officer, for review prior to submission
• Provide monthly reports on pipeline bids (current & potential)
• Must be willing to work under immense pressure with many large projects running simultaneously
• Provide administrative support from time to time on mobilisation and demobilisation projects. This would typically include, updating SharePoint folders, minute taking, coordination of site visits and site commissioning and decommissioning.
• Full accountability for bid library content, accuracy and updating of literature and resources. Ensure documents are up to date, valid and accurate to the requirement of bid / client requirements.
• Responsible for maintaining all relevant tender portals including subscriptions, key words, evaluation, access, and accuracy of company information. This includes evaluation of tender portals for relevance and quality and make recommendations for changes.

Person Specification

• National Diploma or Degree in Business Administration or Marketing or Project Management
• Matric (Senior Certificate)
• Valid SA Drivers License
• 4yrs relevant experience in bid processing & documentation
• Bid co-ordination & Project Management
• MS Word, MS Excel, MS Powerpoint, MS Project & MS Outlook (Intermediate skill level)
• OHS Act, ISO 9001 Quality Management & Risk Management Systems

Competencies 

• Initiative/Proactivity
• Deadline Driven & Highly Motivated
• Stress Tolerant
• Excellent Written Communication
• Attention to detail
• Able to work under pressure
• Creative and innovative
• Action orientation
• Customer Focus
• Negotiation Skills
• Analytical Skills
• Planning/Scheduling/Objective Setting
• Teamwork & Partnering
• Relationship Building
• Interactive Reasoning
• Excellent Oral Communication