Junior Bidding Coordinator

2 weeks ago

Makati City, National Capital Region, Philippines Pacific Surgical, Inc. Full time $25,000 - $40,000 per year

Position Overview:

We are looking for a detail-oriented and organized for the role of Jr. Bidding and Sales Coordinator. In this job, you will support the bidding processes, including preparation, documentation, and sales department and contracting officers' communication.

Key Responsibilities:

Support with Bid Preparation

  • Prepares and organizes all the information that is needed for proposals, bids, and tender documents.
  • Collaborate closely with the Associate Manager, Bidding and Government Accounts to guarantee that the bid documents are completed accurately and ensure that it is submitted timely.
  • Collaborate with Product Managers, Business Unit Managers and the rest of the Sales Team for arranging tasks and schedules for a bidding project.

Documentation Management

  • Handles and manages government documents such as Invitations to Bid, Requests for Quotations, Performance Bond, Notice of Award, Notice to Proceed and other related documents.
  • Keep well-organized records of contracts, bid documents, and correspondence pertaining to the bidding process.
  • Ascertain that all records are correctly archived and readily accessible for future use.

Sales Departments & Contracting Officers Communication

  • Coordinate bid activities and gather relevant information by efficiently communicating with all sales departments.
  • Communicate with contracting officers to gather data for bids and address queries to get the information needed and specify requirements.

Bid Monitoring, Tracking and Reporting

  • Monitor bid results and provide internal teams suggestions to help shape future bidding tactics and enhance competitiveness.
  • Ensure that bid projects monitoring tracker are up-to-date on a daily basis.

Compliance and Accuracy

  • Verify that bid submissions abide by all relevant regulations, guidelines, and company mandates.
  • Check the bid documents for accuracy and completeness by ability to read Terms and Details of Bids, especially on required documents submission.

Process Improvement

  • Find ways to boost efficiency and streamline the bidding process.
  • Coordinate efforts together to put improvements and best practices into effect with the Associate Manager, Bidding and Government Accounts and other team members.
  • Keep up with market circumstances, industry standards, trends, and regulations to aid in making strategic decisions during the bidding process.

Sales Coordination / OTC Associate tasks

  • Preparation of Sales Invoice, Delivery Receipt, and Acknowledgement Receipt
  • Coordination of delivery schedule
  • Reviewing of inventory for release and inventory received from product returns
  • Answer telephone inquiries
  • Other duties that might be assigned by Business Unit Manager and Sales Supervisors

Assist in performing other related department tasks as assigned by the Associate Manager for Bidding and Government Accounts or by the Government Accounts Manager.

Qualifications:

  • Bachelor's degree in Business Administration, Office Management, Marketing, AB Political Science, AB Legal Management or a related paralegal course is an advantage.
  • Prior experience in bidding related work, especially within the medical equipment and devices sector is an advantage.
  • Must be proficient in Microsoft, Adobe and Google Applications.
  • Fresh graduate is welcome to apply.

Key Competencies:

  • Excellent organizational and time-management skills.
  • Strong communication skills, both written and verbal.
  • Keen to details, emphasizing precision and quality.
  • Can work with minimal supervision and pressed for time deadlines.
  • Diagnoses self-errors in document preparation and can troubleshoot.

Job Type: Full-time

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