Bid Operations Specialist

PayByPhone • Vancouver, BC

11d • CA$80,000 - CA$85,000 • Hybrid

About The Position

At PayByPhone, our strength is our people. Behind our product is a talented, creative, and driven multi-disciplinary team united by a shared ambition: to make everyday mobility simpler. We believe innovation should be collaborative, learning should be constant, and work should be enjoyable. As we grow, we’re looking for people who want to grow with us. Together, we’re on an ambitious mission to create intuitive technology solutions that deliver world-class user experiences. We are a fast-growing, forward-thinking company and already help more than 60 million users across North America and Europe. Our technology helps millions of consumers pay quickly, easily, and securely — without waiting in line, carrying change, or worrying about costly fines.

Requirements

• 2 to 4+ years' experience in bid coordination, proposal operations, procurement administration, or related activities
• Experience working in a fast-paced, deadline-driven environment with multiple concurrent pursuits or projects
• Demonstrated experience automating, streamlining, or eliminating a repetitive workflow; candidates should be able to describe what they built and the impact it had
• Daily working fluency with AI tools (e.g., Claude, Copilot, ChatGPT) applied to document analysis, requirement extraction, summarization, and drafting, with the judgment and discipline to verify AI output before it is relied upon
• Experience gathering and synthesizing information accurately and quickly from subject matter experts and multiple sources
• Experience in bid coordination, proposal operations, public procurement administration, or high-volume project coordination
• Proficiency in Responsive or a similar proposal management platform (e.g., Loopio, RFPIO); platform configuration or administration experience is a strong asset
• Proven ability to learn new software programs quickly and independently
• Advanced in Excel and PowerPoint
• Working knowledge of workflow automation tools (e.g., Power Automate, Zapier, advanced email rules) or a demonstrated aptitude to build such workflows
• Advanced online research skills
• Prior experience using Salesforce or another CRM

Nice To Haves

• Post-secondary degree is an asset but not required
• APMP Foundation certification is an asset but not required
• Experience in generating Salesforce reports is an asset
• Familiarity with public sector procurement portals and processes in North America (e.g., BidNet, MERX, Bonfire, SAM.gov) and/or the United Kingdom (e.g., Find a Tender, Contracts Finder) is an asset

Responsibilities

• Scrub procurement portals, inboxes, and aggregators daily to identify relevant bid opportunities across North America (e.g., BidNet, MERX, Bonfire, SAM.gov, municipal and agency sites) and the United Kingdom (e.g., Find a Tender, Contracts Finder, local authority portals)
• Build and maintain automated monitoring: saved searches, keyword alerts, email rules, and aggregation workflows that convert manual scrubbing into the review of a filtered opportunity feed, so no relevant opportunity is missed
• Log, qualify, and route new opportunities to the Bid Manager and sales team with a consistent intake summary to support rapid bid/no-bid decisions
• Perform the initial breakdown of each RFP: extract requirements, mandatory criteria, evaluation weightings, deadlines, question periods, and submission mechanics into compliance matrices, deliverables lists, and bid calendars
• Use AI tools to accelerate document analysis and requirement extraction, applying rigorous human verification so that every compliance matrix and deadline is accurate before distribution
• Prepare the complete kick-off package: bid summary, compliance matrix, responsibility assignments, and timeline
• Schedule and run internal kick-off meetings, ensuring all contributors leave with clear assignments, deadlines, and a shared understanding of the requirements
• Create and manage internal tickets and data requests to cross-departmental teams (Product, Finance, Legal, Security, Marketing) using standardized request templates and agreed SLAs; track and chase every request through to deadline
• Act as the day-to-day coordination point between the sales teams, the Bid Manager, and internal contributors throughout each pursuit, supporting bids in both the NA and UK markets and working effectively across time zones
• Independently coordinate smaller bids from end to end
• Serve as the day-to-day administrator and power user of Responsive: configure intake workflows, project templates, and auto-generated compliance views, and leverage the platform's AI features to pre-populate first-pass responses for the Bid Manager's review
• Support the Bid Manager in maintaining the quality and currency of the Responsive Answer Library, flagging stale or inconsistent content
• Identify, build, and document automations that reduce manual effort per bid (e.g., Power Automate flows, email routing, tracker integrations, reporting), and quantify the time saved
• Own submission logistics: portal registrations, mandatory forms, formatting and packaging, and on-time, compliant delivery of every submission
• Track bid outcomes, evaluation results, and debrief materials; maintain accurate bid records and reporting in Salesforce and the team bid tracker
• Support bid/no-bid reviews and win/loss reviews with accurate data and documentation
• Maintain and continuously improve documented, repeatable bid process assets on the Commercial Team Confluence pages
• Commercial Team special projects as assigned by the Managing Director, NA

Benefits

• 4 weeks of vacation per year
• Up to 3 weeks of work from anywhere per year
• 5 personal days annually
• Paid sick days
• Comprehensive medical & dental coverage
• Employee Assistance Program (EAP)
• Opportunities for professional development, continuous learning, and career progression

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed