Bids Coordinator

About Henricksen

Henricksen (Itasca, IL) is a  full-service contract furniture, flooring, and architectural products  dealership specializing in office, healthcare, education, government,  senior living, and hospitality spaces. In 1962, Henricksen opened its  doors as a small, family-run dealership. Today, Henricksen is a leading  national dealership with twelve offices in Illinois, Minnesota, New  York, Pennsylvania, Tennessee, Washington, DC, and Wisconsin, 300+  full-time employees, and annual sales of $300+ million. With 300+  manufacturer partnerships, Henricksen offers an array of products from  systems furniture, casegoods, seating, lounge, and conference  furnishings to architectural solutions including modular walls,  flooring, lighting, sound masking, and technology equipment. Henricksen  is one of the largest privately-owned dealer partners of HNI in the  United States. HNI’s furniture brands include Allsteel, Gunlocke, HBF,  The HON Company, and Kimball International.

Job Summary

This position will be based out of our Chicago or Itasca/Oak Brook office. Play a key role in the execution of the organization's RFP and bid responses, proposals, and budgets, in support of sales opportunities. Coordinate the preparation and submission of bids, RFPs, proposals and qualification packages for project opportunities (including pricing, information gathering, formatting, writing, and final production), ensuring all documentation meets client and stakeholder requirements, aligns with organizational brand, vertical, and market, and adheres to specifications and proven practices. Serve as conduit across all internal and external teams, except end-users, and partners engaged in the process, maintaining a pulse on efforts from decision to bid through post-submittal decision and debrief. 

Responsibilities: 

• Process Administration. Review bids and RFPs to develop bid plans and calendar in alignment with bid, sales, marketing, and compliance specifications. Work on cross-functional teams to develop bid strategy and pricing, gather information, and coordinate activities required for submission – RFPs, proposals, and qualification packages. Establish roles and conduct necessary follow-ups to track and ensure deadlines are met throughout the process. Coordinate vendors and in-house designers to obtain materials needed for submittals. 
• Document Management. Provide revisions for previously submitted responses. Format, review, and edit documentation to ensure accuracy, consistency, clarity and alignment with brand specifications. Leverage library and templates appropriate for specific opportunity requirements, market, and vertical. Coordinate reviews across stakeholders to manage version control and approvals. File final documentation for future reference.  
• Communication + Stakeholder Management. Act as a point of contact for bid-related communication with internal and external stakeholders, except end-users. Engage the appropriate team members to contribute in alignment with their role and timelines. Develop and collate presentations and collateral as required to support progress and final delivery. Coordinate delivery and confirm logistics of electronic and physical submissions as required. 
• Post-Submission Support. Monitor and track bid progress after submission. Participate in debrief meetings with cross-functional teams to analyze bid outcomes – wins and losses – to position for future success. Follow up with sales leader and/or project champion as needed. 
• People and Culture Development. Perform work and engage in support of organization culture and expectations. Establish and nurture inclusive relationships with colleagues and within project teams. Maintain accountability for ongoing learning and improvements required to perform job. Collaborate and take initiative to support the success and growth of self, others, and the organization 

Qualifications - Education and Experience 

Required: 

• High school diploma or equivalent required 
• Associates degree or classes in communications, marketing, business administration or related field
• Two (2) years’ experience in bid writing, proposal management, and application proficiency of relevant software and tools
• Proficient in Microsoft Office365 applications (including MS Word, Excel, and PowerPoint), 
•  InDesign, and Adobe Acrobat
• Strong math skills and the ability to identify when results don’t make sense
• Detail and task-oriented with proven organizational, analytical, and problem-solving skills 
• Work independently and collaboratively in a fast-paced, deadline-driven, and team environment 
• Strong customer service and interpersonal orientation 
• Proven ability to execute multiple projects simultaneously in an organized and quality-driven way
• Is conscientious and flexible with a strong work ethic
• Demonstrates sound judgement and practical decision-making in routine and unexpected situations 
• Proficient and effective communicator (written and verbal) across various audiences and situations 

Preferred: 

• College degree in business, marketing or related field
• Five (5) years of experience working on bids for contract furniture, architecture, interiors, construction, or engineering firms
• Exposure/Experience with bidding and quoting

Additional Information 

Henricksen offers  competitive wages based on skills and experience as well as  comprehensive benefits packages. As an Equal Opportunity Employer,  Henricksen is fully committed to cultivating a culture that is inclusive  and integrates its Core Values in every action, every interaction, and  every decision that is made.