Contracts And Bids Supervisor
Bound Tree Medical (Columbus, Ohio)

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Bound Tree Medical is the leading distributor of emergency medical equipment and related supplies to Emergency Medical Service Units, Fire and Police Departments, and other pre-hospital services throughout the United States. We have approximately 230 employees and are located in Ohio, New Hampshire, California, Arizona, Mississippi, Wisconsin and South Carolina.

Essential Function:

This position will be responsible for providing leadership to the Bids & Contracts Representatives. The role is to complete, record, follow up and maintain quote requests received from customers, as well as outside dealers/resellers. This individual will also be responsible for ensuring that quality and timely bids are processed through the department. Assist department Director with development, training, scheduling and reward/recognition programs.

Primary Responsibilities:

·          Provide continual evaluation of processes and procedures. Responsible for suggesting methods to improve area operations, efficiency and service to both internal and external customers.

·          Establish work procedures and processes that support company and departmental standards, procedures and strategic directives.

·          Maintain and develop intelligence regarding bid listings/subscriptions to increase company opportunity for incremental business. Make recommendations for subscribing to additional bid listings and subscriptions.

·          Manage bid process within department to ensure that staffing is efficient and deadlines are achieved.

·          Work with department Director for recruiting, hiring and training of team members. Assist with performance evaluations and appraisals.

·          Develops and prepares bid schedules and reports reflecting productivity and bids awarded.

·          Process quote requests for end users, both formal and informal, received via fax, mail, email, and telephone. 

·          Complete the initial bid process.  Enter data on bid form for formal bids (customer name, due date, etc.). Log bid and quote information into master file and database.

·          Organize and maintain processed quotations.  This includes filing quotations, removing one-time only quotes from the file and from the computer upon expiration, and eliminating or updating standing quotations as needed.

·          Following-up on quotation requests to determine the result of the submitted quotation; inquiring if the customer purchased some or all of the items submitted on the quotation, and if not, inquiring as to why. Summarize data in succinct report for management submission

·          Upon acceptance of bid, oversee the entering of contract pricing into the database/master file.

·          Process renewals upon expiration and/or request.

·          Communicate with Account Managers and follow-up on any outstanding issues or questions.

·          Build relationship with vendors/manufacturers for receiving special pricing, new product information, etc.

·          Work with Purchasing Department as needed to request special pricing from vendors/manufacturers for large quantities.

·          Build relationship and trust with customers, both internal and external.

·          Maintain solid knowledge of competitive products and the competitive companies.

Reports To:   

Director of Customer Service

Education:

High School diploma or equivalent

College a plus

Experience:

5+ years of experience processing bids and/or quotes

4+ years of demonstrated successful leadership experience

Basic understanding of Law Enforcement, Fire and EMS products a plus.

Skills:

·         Ability to maintain and store confidential information

·         Excellent internal and external customer relations skills. Must be able to develop and maintain cooperative working relationships with customers and co-workers.

·         Excellent interpersonal skills.  Demonstrated ability to work effectively with people at all levels within the company as well as with vendors and manufacturers.

·         Strong leadership capabilities including defining tasks and delegating with appropriate follow-up

·         Ability to maintain high degree of motivation in team members to retain focus of providing highest levels of customer satisfaction.

·         Maintain professional image including but not limited to presentation, communication, and deliverables

·         Excellent communication skills, both written and verbal.  Able to present information and solutions in a professional manner.

·         Proficient in the use of  MS Outlook, Word and Excel

·         Superior time-management skills - able to organize and prioritize tasks to meet multiple deadlines.

·         High level of analytical, problem solving and decision-making ability. Attention to detail and accuracy

·         Able to read, analyze and interpret bids and quotes, technical procedures, and governmental documents and regulations.

·         Able to calculate figures and amounts such as discounts, interest, margins, percentages, commissions, proportions, and mark-up.

·         Should be self-motivated, goal oriented, quality driven and capable or working with minimal supervision.