Bid Coordinator

Casella Waste Systems•Rutland, VT

6d•$59,000 - $76,500

About The Position

Position Summary The Bid Coordinator provides centralized bid support for the enterprise, ensuring efficient and effective execution of the bid process. They provide end-to-end support for the bid and proposal lifecycle -overseeing the collection, organization, compliance, and submission of all bid documents to ensure timely, accurate, and professional deliverables. The bid coordinator partners closely with cross functional teams – including Sales, Operations, Marketing, Finance, Legal and technical subject matter experts to manage RFP/RFI responses, maintain bid documentation, and leverage bid support and CRM tools. The Bid Coordinator leads tactical execution for opportunities associated with government agencies, private corporations, and nonprofits, ensuring deadlines are met, documentation is complete, and final submissions comply with all solicitation requirements. The role demands precision, attention to detail, and strong project management skills to navigate complex submission processes and directly contribute to sales growth. The Bid Coordinator ensures that the entire bid submission process is organized, compliant, and timely. They are the behind-the-scenes professionals who ensure that all bid elements come together seamlessly and successfully.

Requirements

The successful candidate will have a bachelor’s degree or equivalent years of experience
a history of succeeding in collaborative environments
a valid driver’s license
the ability to travel occasionally.
A strongly developed attention to detail, and ability to analyze and synthesize data is essential.
Excellent verbal, digital, and written communications skills, strong organizational and planning skills, proficiency in the use of Office 365 and related platforms, and an understanding of social media communication strategies and tactics are expected.

Nice To Haves

A background as a paralegal or in bid or government document management is strongly preferred given the role’s close collaboration with legal and emphasis on accuracy and compliance.

Responsibilities

Bid & Proposal Management Coordinate and manage full bid lifecycle, from opportunity identification to final submission, partnering with Sales, Finance and Legal to ensure accurate documentation and timely completion.
Serve as a liaison between Sales and Legal, ensuring efficient review cycles, clear documentation, and accurate incorporation of legal guidance.
Responsible for developing and tracking a timeline that ensures all team members are aware of their tasks and complete them on time.
Track and monitor bid and proposal progress, maintaining clear communication and consistent status updates for all stakeholders.
Responsible for collecting all the necessary documents from different stakeholders within the company. Once collected, they ensure the documents are organized, formatted correctly, and aligned with the bid requirements.
Analyze and interpret RFP/RFI materials to confirm all requirements are understood, met, and reflected in comprehensive, compliant responses.
Develop and organize proposal responses, presentations, and related materials; ensure accessibility and accuracy for all relevant Sales team members.
Maintain and update proposal templates across all Lines of Business, ensuring alignment with current services, innovations, and brand standards.
Facilitates communication among all parties, ensuring alignment with the bid goals and requirements. They are the point of contact for questions, clarifications, and updates regarding the submission process.
Facilitate peer review and quality assurance for all bids and proposals to ensure professional, complete, and timely submissions.
Apply expertise to streamline communication, track contract changes, and maintain audit-ready bid documentation.
Maintains bid data, updates CRM, tracks performance metrics, and handles administrative tasks.Plays a key role in conducting post-submission reviews. Collects feedback, analyzes what worked and what didn’t, and apply those insights to future bids to increase the company’s chances of success.
Bid & Proposal Process Support Actively participates in project management, ensure that all tasks are completed on time and to the required standards.
Maintains bid notification tools, ensuring data accuracy and effective utilization.
Collaborates with Sales & Marketing to ensure proposal content reflects up-to-date service offerings, innovations, and value-add solutions.
Publish regular content updates and communicate changes to relevant stakeholders.
Develop and maintain best practice guides for bid processes, ensuring documentation is current and easily accessible.
Coordinate and deliver training programs related to the bid process and proposal management.
Participate in training and other learning opportunities to expand knowledge of the company and its products and services and perform any other duties needed to help drive our vision, fulfill our mission, and/or abide by our core values.