Bidding/Tenders Specialist

Job Description/Requirements

Reports to: CEO

About the Job:

A Bid and Contract Specialist at Tristar Global Logistics is responsible for managing and preparing technical and commercial proposals tenders for Warehousing, Security, 3PL & 4PL Logistics, Design Engineering and Construction, Facility Management services. The role involves analyzing bid requirements, coordinating with internal stakeholders, ensuring compliance with client specifications, and preparing competitive bids to secure contracts. You will support the RFP team to secure new business and retain existing INGOs, Public sector clients through high-quality proposal responses. Working closely with the CEO, Business Development team and technical teams, you’ll assist in creating clear, persuasive content that demonstrates the company’s value, solutions, and compliance with customer requirements.

Responsibilities

● Evaluate Requests for Proposals (RFPs), Requests for Quotations (RFQs), and Invitations to Bid (ITBs) to assess feasibility and alignment with company capabilities.

● Conduct risk assessments and feasibility studies for potential tenders.

● Coordinate the end-to-end bid process, ensuring timely and compliant submissions.

● Develop and write technical proposals, ensuring alignment with client requirements and industry best practices.

● Prepare commercial proposals in collaboration with the finance team, ensuring cost-effectiveness and profitability.

● Ensure all bid documents, including BOQs, compliance checklists, and supporting materials, are completed accurately.

● Manage bid clarifications, RFIs (Requests for Information), and responses to client inquiries.

● Develop cost estimates, pricing models, and financial breakdowns for FM services, including manpower, materials, consumables, and subcontracted services.

● Work closely with procurement and finance teams to obtain supplier quotes and cost structures.

● Ensure pricing is competitive while maintaining profitability and service quality.

● Liaise with subcontractors and service providers to obtain quotations and technical details.

● Ensure all internal approvals and bid governance processes are followed.

● Ensure bid submissions comply with client requirements, industry regulations, and internal policies.

● Maintain an organized database of tender documents, templates, and historical bids for future reference.

● Assist in obtaining necessary certifications, licenses, and qualifications required for tenders.

● Conduct research on market trends, competitor pricing, and FM industry benchmarks.

● Identify differentiators and value propositions to strengthen bid proposals.

● Track the status of submitted bids and follow up with clients on tender results.

● Participate in contract negotiations and handover successful bids to the operations team.

● Conduct lessons-learned sessions to improve future bid strategies.

Industries: Transportation/Trucking/Railroad

Function: Others