Job description
JOB TITLE: Strategic Bids & Contracts Manager
DEPARTMENT: Strategic Sourcing
REPORTS TO: Director of Strategic Sourcing
FLSA STATUS: Exempt
JOB TYPE: Full Time
LOCATION: Remote (US ONLY)
COMPENSATION: $50k-$55k
CONFLICT OF INTEREST POLICY
At Meteor, integrity and transparency are paramount in all our operations and interactions. To avoid any potential conflicts of interest and maintain the trust of our public customers, we regret that we cannot consider applications from individuals who are currently employed by organizations that are customers of Meteor, where they hold positions that could influence the purchasing decisions regarding our products or services. This policy ensures fairness and impartiality in our hiring process and customer interactions.
If you fall under this category, we appreciate your understanding and encourage your continued support as a valued customer.
SUMMARY OF POSITION
The Strategic Bids & Contracts Manager (SBCM) is responsible for compiling the company’s response to solicited bids for educational furnishings and consulting services, and taking ownership of the bid process from beginning to end. This role requires compiling information from necessary internal and external parties to develop one cohesive and thorough bid response. The SBCM reviews, tracks, analyzes and reports all bid and contract events throughout the lifecycle of each contract and communicates this information to necessary team members. In addition, as time allows, this role will assist with Strategic Sourcing activities with includes communication with our supplier partners and disseminating supplier information internally.
ESSENTIAL RESPONSIBILITIES
Prepare Proposals
- Review bid solicitations.
- Acquire necessary information from internal and external parties.
- Prepare response which may include cover letter, table of contents, forms, written response, quote/pricing/discounting, design, product information/spec sheets, insurance certificates, price lists, bonding, etc.
- Ensure all bids are aligned with company margin requirements.
- Package bids and mail to arrive prior to due date.
- Maintain Dropbox Bid Department folder.
Tracking/Reporting
- Maintain calendar of upcoming bids and communicate with team.
- Track bid results.
- For awarded contracts, supply information to internal data entry team.
- Track all contract awards in excel and communicate with quoting team.
- Maintain SharePoint Contracts folder.
- Analyze bid results and contract performance.
- Develop recurring bid reports.
Strategic Sourcing
- Assistance with Strategic Sourcing communication with Meteorites – Strategic Sourcing Corner, formatted emails, etc.
- Strategic Sourcing communication with suppliers – Introduction to new LESs, updated contact lists, etc.
- Pull information from DOMO, our reporting and compilation program, and create reports as needed.
- Assist with various Strategic Sourcing tasks as need arises.
Other Tasks
- Become knowledgeable in our contract offerings so you can answer questions from internal and external customers.
- Assist Director of Strategic Sourcing with review of contracts.
- Fill our necessary paperwork for district vendor registration/pre-qualification.
- Prepare contract renewal paperwork.
- Request and provide insurance certificates and bonding, when required.
- Research of new markets, new bid opportunities, customers, etc.
- Manage existing contract including submitting revision requests.
- Create pricing structures with guidance from Director of Strategic Sourcing.
- Create sell pricers (net pricing to customer), if needed.
- Track contracts with liquidated damages and attain approval from leadership.
- Track bonding efforts and communicate with Finance Department.
- Ensure all price lists supplied to customer are free of net pricing or discounting.
QUALIFICATIONS
- College degree or its equivalent required
- Ability to work independently, manage multiple priorities, handle regular interruptions
- Strong ability to prioritize and manage workflow to complete objectives in a timely manner
- Ability to communicate effectively with internal team members, outside team members, suppliers, and customers
- Excellent attention to detail
- Strong ability to use Microsoft Word, Microsoft Excel, Adobe Acrobat, and “web searching skills”
- All Meteor new hires are expected to attend an in-person cultural orientation (approx. 1 week) which requires travel to our home office in Gainesville, FL. Employees may also be required to travel and attend annual company meetings and events. All business-related travel expenses will be paid for by Meteor per our company travel and expense policy.
PHYSICAL DEMANDS & WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.
- Medical, Dental, Vision
- Basic Life AD&D (100% employer paid)
- Short Term Disability (100% employer paid)
- Long Term Disability (Not employer paid)
- 401(k) + matching
- Supplemental Insurance
- Flexible Spending Account
- Paid Time Off
- Paid Parental Leave (8 weeks)
- 2 Volunteer Days
- 9 Company Paid Holidays
- Primary Caregiver Leave (40 hours)
- Employee advocates serving to sustain employee wellness in the workplace
