Job Description: Bid Specialist – Bid Management

1. Job Purpose

The Bid Specialist – Bid Management will be responsible for managing the end-to-end RFQ (Request for Quotation) and bidding process, from requirement analysis and cross-functional coordination to techno-commercial proposal preparation and submission. The role requires a strong understanding of manufacturing and machining processes, costing, pricing, and commercial requirements to develop accurate, competitive, and profitable bids while ensuring compliance with customer specifications and internal standards.

2. Key Duties and Responsibilities

RFQ Review and Analysis

• Receive, review, and analyze RFQs received from the Sales team to understand customer requirements, technical specifications, commercial terms, and submission timelines.
  
• Clarify technical and commercial requirements with Sales and customers, wherever necessary.
  
• Assess RFQ feasibility, identify gaps, and highlight potential risks or deviations.
  

Cross-Functional Coordination

• Coordinate with Engineering, Sourcing, Finance, Operations, Sales, and other relevant departments to obtain technical inputs, material costs, manufacturing estimates, and commercial information.
  
• Ensure timely collection and validation of all inputs required for bid preparation.
  
• Facilitate alignment among stakeholders to ensure the completeness and accuracy of proposals.
  

Proposal Preparation and Submission

• Prepare comprehensive techno-commercial proposals, including technical documentation, cost estimates, pricing, and commercial terms.
  
• Ensure proposals meet customer specifications, RFQ requirements, internal approval processes, and submission deadlines.
  
• Review bid documents for accuracy, completeness, consistency, and compliance before submission.
  

Costing, Pricing, and Competitive Analysis

• Analyze manufacturing costs, material costs, machining requirements, secondary processes, and other relevant cost components.
  
• Evaluate competitor offerings, market positioning, and customer expectations to support competitive pricing strategies.
  
• Identify opportunities for cost optimization and value engineering in coordination with relevant teams.
  
• Investigate and resolve discrepancies in costing, pricing, and commercial assumptions to ensure bid accuracy and profitability.
  

Bid Documentation and Compliance

• Maintain accurate records of RFQs, quotations, proposals, costing sheets, approvals, customer clarifications, and bid outcomes.
  
• Ensure proper document control, version management, and adherence to internal bid governance procedures.
  
• Verify compliance with customer requirements and applicable internal quality and documentation standards.
  

Stakeholder Communication and Reporting

• Act as a key coordination point for stakeholders throughout the bid lifecycle.
  
• Provide regular updates on bid progress, pending inputs, submission schedules, risks, and potential challenges.
  
• Track RFQ status, submission timelines, and bid outcomes, including wins and losses.
  
• Support post-bid reviews and contribute to continuous improvement in bid preparation and execution.
  

3. Educational Qualifications and Experience

• Diploma or Bachelor's degree in Mechanical Engineering, Industrial Engineering, or a related technical discipline.
  
• Relevant experience in bid management, quotation management, estimation, costing, or techno-commercial activities within a manufacturing or machining environment.
  
• Familiarity with machining processes, materials, manufacturing methods, and secondary processes is preferred.
  
• Exposure to the Aerospace and Defense industry is an added advantage.
  
• Experience in preparing technical and commercial quotations for manufacturing customers will be beneficial.
  

4. Required Skills and Competencies

• Technical Knowledge: Understanding of machining processes, manufacturing methods, materials, and related cost drivers.
  
• Commercial Acumen: Ability to understand cost structures, pricing models, margins, and commercial requirements.
  
• Analytical Skills: Strong analytical thinking, problem-solving, and cost evaluation capabilities.
  
• Attention to Detail: High level of accuracy in costing, documentation, and proposal preparation.
  
• Communication: Excellent written and verbal communication skills for effective coordination with internal stakeholders and customers.
  
• Stakeholder Management: Strong collaboration, coordination, and interpersonal skills.
  
• Planning and Execution: Ability to manage multiple RFQs simultaneously, prioritize activities, and meet tight deadlines.
  
• Decision-Making: Ability to identify risks, resolve discrepancies, and support commercially sound bidding decisions.
  
• Adaptability: Ability to work effectively under pressure in a dynamic, deadline-driven environment.
  

5. Key Performance Indicators (KPIs)

• Timely submission of RFQs and quotations.
  
• Accuracy and completeness of cost estimates and proposals.
  
• Compliance with customer requirements and internal bid governance processes.
  
• RFQ turnaround time and adherence to bid schedules.
  
• Bid conversion rate and contribution to profitable business wins.
  
• Effectiveness of cross-functional coordination.
  
• Quality of bid documentation and reporting.
  
• Identification of cost optimization and pricing improvement opportunities.
  

6. Key Stakeholders

Internal: Sales, Engineering, Sourcing, Finance, Operations, Quality, and Senior Management.

External: Customers, prospective customers, and other relevant business stakeholders