Project Manager, Bids & Quotes

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Full Time Regular Full-Time Swedesboro, NJ, US

12 days ago Requisition

The Bids & Quotes Project Manager manages the end-to-end RFQ and proposal lifecycle for Thomas Scientific’s largest contractual opportunities, functioning as the project owner who plans, coordinates, and drives each bid from intake through submission and award follow-up. This role builds and maintains project timelines, aligns cross-functional stakeholders across Finance, Pricing, Sales, Legal, and Executive leadership, and is accountable for on‑time, fully compliant, and profitable proposal delivery.

The Team Lead applies advanced data analysis, competitive pricing intelligence, and disciplined project management methodology to ensure proposal accuracy and profitability, while providing leadership, guidance, and support to the members of the Bids & Quotes team.

The primary function of the Bids & Quotes team is to perform the following functions:

• Manage the formal RFQ tasks/response to all large, contractual business opportunities within Thomas Scientific. These functions are, but not limited to:
  • Complete Read of RFQ package and understand various departments that need to be in order to fully respond to the bid in the time allotted
  • Cross reference of 100% of the market basket to ensure there is a full and complete response to all pricing sections.
  • Based on historical information, as well as information gleaned from RFQ the department will work with Finance and pricing department to develop a complete and encompassing discount schedule.
  • Reach out to various manufacturers (based on volumes) and capture any rebated pricing to most accurately reflect profitability of contract.
  • Use anticipated volumes from bid to determine overall profitability of the contract and modifications of pricing offers to customize contract proposal.
  • Review with Finance and Commercial SVP to ensure profitability levels are met and gain written approval on final pricing and discount schedule.
  • Interact with Sales Management, Executive Management, and Sales Representatives to give weekly updates and input to ensure we meet response deadline and have all necessary information.
  • Ensure all related material required to submit bid are collected (such as CD‑ROM pricing, pricing books, catalogs)
  • Understand bid response requirement not limited to but including:
    Time it must be received by, the way in which they will accept response with various supporting material, understand the “Q&A” time and place for pre‑Bid discussion prior to the bid being worked upon, all the necessary parties that are required to sign binding RFQ agreement, highlighting of all area requiring signature and/or initialing as the rules of RFQ dictate.
  • Follow‑up after Bid award to determine who the winner was and if Thomas did not win, where could we have improved.
  • Maintain database of commonly asked questions which can be utilized in almost all bids to reduce workload.
• Own each bid as a discrete project: define scope, build and maintain a detailed project plan and timeline, identify critical‑path tasks and dependencies, assign action items, and track progress to ensure on‑time submission.
• Coordinate cross‑functional stakeholders across Finance, Pricing, Sales, Customer Service, Legal, and Executive leadership, serving as the central point of communication and accountability throughout the proposal lifecycle.
• Identify, assess, and mitigate project risks (deadline, pricing, compliance, and resource constraints), proactively escalating issues and driving them to resolution.
• Build and maintain advanced Excel models and dashboards to analyze large pricing and volume datasets, evaluate discount scenarios, and report proposal profitability and bid‑pipeline status to leadership.
• Leverage Epicor ERP and Salesforce to source historical pricing and account data, load and validate proposed discount schedules, manage opportunity records, and ensure data integrity across systems.
• Conduct…