Bid Specialist - Bid Management

• Job Description: Bid Specialist – Bid Management
• Job Title: Bid Specialist – Bid Management
• Location: Bengaluru, Karnataka
• Department: Bid Management
• Reporting To: Head – Bid Management
• Experience: 4 to 7 Years

• 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.

• 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.

• 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.

• 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.

• 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.

• Key Stakeholders

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

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