Bids-Project Coordinator

Job description:

Job Title: Bids -Project Coordinator
Department: Bids, Compliance, and Vendor Management
Reports To: Director – Bids, Compliance, and Vendor Management
Location: Remote
Job Type: Full-Time

Job Summary:

We are seeking a highly professional and articulate External Relations & Partnerships Coordinator to serve as the face of our department in all interactions with governmental bidding agencies and vendor partners. This individual will act as a strategic bridge between external stakeholders and internal teams, ensuring smooth communication, accurate information transfer, and relationship alignment. The ideal candidate understands both the broader business context and specific deal-level details and thrives in a role where precision, poise, and relationship-building are essential.

Key Responsibilities:

• Represent the Bids, Compliance, and Vendor Management department in meetings, calls, and written correspondence with government bidding agencies and vendor partners.
• Develop and maintain professional relationships with key external stakeholders to foster trust and ensure ongoing alignment.
• Act as a liaison between external agencies and internal departments (sales, legal, finance, product, etc.), ensuring timely and accurate exchange of information.
• Understand and communicate the details of current and upcoming bids, contracts, vendor relationships, and compliance requirements.
• Coordinate responses to RFPs, RFIs, and other government solicitations in collaboration with the internal team.
• Track and report on interactions, opportunities, and challenges in a structured and timely manner.
• Assist in contract negotiations by providing context, relaying key terms, and ensuring departmental alignment.
• Maintain an up-to-date understanding of relevant regulations, procurement procedures, and agency/vendor preferences.
• Support the Director in preparing presentations, briefing documents, and reports related to external engagements.

Qualifications:

• Bachelor’s degree in Business Administration, Public Policy, Communications, or related field (Master’s degree preferred).
• 3+ years of experience in vendor management, government contracting, public relations, or external partnerships.
• Strong interpersonal and communication skills – both written and verbal.
• Ability to quickly grasp complex business and deal concepts and relay them clearly to various stakeholders.
• Highly organized with exceptional attention to detail and follow-through.
• Experience working with government agencies and knowledge of procurement/bid processes is a strong plus.
• Professional demeanor, discretion, and the ability to work under pressure and with diverse teams.