Bids and Contracts Coordinator

Department

Sales / Business Development

Vice President of Sales

The Bids & Contracts Coordinator is responsible for leading the company’s bid, proposal, and contract strategy across government, education, GPO, and institutional clients in the public and private sector. This role oversees the full lifecycle of RFPs, RFQs, RFIs, and line-item bids, from opportunity identification through submission, negotiation, award, and compliance. The ideal candidate brings deep promotional products industry expertise, strong contract knowledge, exceptional writing skills, and a sales- and results-driven mindset in a fast-paced, deadline-driven environment.

• Lead and manage all bid and proposal activities, including RFPs, RFQs, RFIs, and complex line-item bids
• Proactively identify and seek out new bid opportunities using bid notification platforms and direct sourcing
• Manage and monitor multiple bid notification platforms and portals
• Oversee proposal development, ensuring submissions are compliant, compelling, and customized to customer needs and company capabilities
• Rewrite and tailor proposals creatively and strategically to align with customer requirements, branding guidelines, and value propositions
• Ensure full compliance with federal, state, and local laws, statutes, and regulations related to bidding and contracting
• Review, negotiate, and manage contracts, amendments, renewals, and extensions
• Apply working knowledge of contract law to assess risk, pricing, terms, and obligations
• Collaborate closely with sales, vendors, finance, and operations to ensure accurate pricing, margin integrity, and feasibility
• Manage distributor and vendor relationships related to bid fulfillment and compliance
• Oversee collegiate licensing requirements and brand compliance standards
• Ensure adherence to institutional, government, and GPO branding and licensing guidelines
• Track bid performance metrics, win rates, and revenue impact; maintain a sales- and numbers-driven approach
• Build and maintain strong internal and external relationships with stakeholders, vendors, and contracting entities
• Manage and prioritize communications across multiple email accounts and platforms
• Work extended hours beyond the standard 40-hour workweek during peak bid seasons as required
• Maintain organized records of submissions, contracts, deadlines, and compliance documentation
• Stay current on industry trends, government contracting updates, and emerging technologies, including AI tools for proposal development

• Minimum 5+ years of experience in the promotional products industry
• Experience responding to RFPs, RFQs, RFIs, BAFOs and line-item bids
• Demonstrated experience working with multiple bid platforms and portals
• Strong working knowledge of distributor and vendor relations
• Proven writing and creative proposal development skills
• Working knowledge of government contracts
  , public and private sector procurement, and compliance
• Experience with collegiate licensing and institutional branding guidelines
• Solid understanding of state laws and statutes related to bidding and contracting
• Strong contract negotiation experience and understanding of contract law
• Highly organized with exceptional time management and prioritization skills
• Self-starter with the ability to work independently and proactively seek opportunities
• Results-driven, sales-minded, and motivated by performance metrics
• Ability to thrive in a fast-paced, deadline-driven environment
• Strong relationship-building and communication skills
• High level of professionalism, attention to detail, and pride in work

• APMP Certification
• Contract Law Certification
• Experience with group purchasing organizations
• AI knowledge or certification related to proposal development or business applications
• Experience managing large, multi-year institutional or government contracts

• Proficient in Microsoft Word and Excel
• Working knowledge of Adobe Acrobat
• Experience with SAGE or similar industry platforms
• Comfortable working across multiple systems, portals, and email accounts

• Highly motivated and self-driven
• Strategic thinker with the ability to think “outside the box”
• Detail-oriented while maintaining a big-picture, revenue-focused mindset
• Adaptable, resilient, and solution-oriented