Bid Desk Coordinator

Job Title: Bid Desk Coordinator

The Bid Desk Coordinator is responsible for providing internal support for the PPT sales teams and wider PPT organization. Expected to manage multiple priorities, have a high level of attention to detail, follow process and interact with other departments within PPT including Pre-sales, Operations, IT and Finance, to manage all requests to completion. Responsible for coordinating requests for information and ensuring access to all company knowledge bases to extract information for RFX and wider teams. This role supports effective cross-functional collaboration through regular in-office engagement, including timely coordination with internal stakeholders and participation in onsite meetings or working sessions as business needs require.

Responsibilities:

• Monitor and manage bid desk email, forward emails to relevant teams and respond to requests for information.
• Monitor out of use email for RFX team.
• Update and maintain partner paperwork and documentation. Control Bid Desk content libraries.
• Ensuring the bid desk has access to the most current and accurate information, pro-actively checking for missing and outdated information.
• Work closely with compliance on documents and version controls.
• Monitor RFX and Legal queues to drive timely delivery and workload visibility.
• Improve responsiveness by ensuring lower-level bid and information requests are handled within the Bid Desk, working with Legal and Finance teams to facilitate timely resolution.
• Follows and updates Standard Operating Procedures (SOPs) to ensure an accurate, current, and reliable knowledge base.
• Work with management and AI teams to help identify repetitive task and automate workflows.
• Participate in regular in-office collaboration days, bid huddles and cross-functional working sessions to accelerate responses and improve alignment with Sales, Legal, Finance, Operations, IT and Pre-sales teams.
• Provide onsite support for urgent RFX, legal queue or sales support items by engaging directly with internal stakeholders when in-person coordination will improve speed, clarity or accuracy.
• Build and maintain strong working relationships with key internal partners through face-to-face collaboration, including department meetings, process reviews and knowledge-sharing sessions.
• Support in-office onboarding, training and knowledge transfer for Bid Desk processes, content libraries, SOPs and workflow improvements as needed.

What we’re looking for:

• Strong attention to detail and organizational skills.
• Good communication skills and ability to explain complex issues.
• Operates with a sense of urgency and a drive for accuracy in completed work.
• Fast learner and enjoys problem solving.
• Positive and flexible mindset, with the ability to work extended hours when required, particularly during month-end periods.
• Proficiency in CRM/ERP systems, good excel skills and other Microsoft applications.
• Must be able to manage multiple priorities and competing demands.
• Comfortable working in an office environment and using in-person collaboration to strengthen responsiveness, stakeholder relationships and process execution.

Education:

• 1+ yrs experience in a sales support, contracts admin or similar customer service role, AND/OR
• Bachelor’s degree.

Travel:

• 5%