Specialist, Transport Division Bids

Transport Division Bids Specialist

Department: Wholesale & Commercial Fuels

Location: Delco, NC

Overview

The Transport Division Bids Specialist is responsible for supporting overall growth of the Wholesale & Commercial fuels division and for expanding sales growth for the bids department. Bids department growth will be accomplished through aggressive sales initiative, administrative support, and bid research and completion within the bids department. This position will report to the Transport Division Bids Manager.

Responsibilities

• Expand Bids Opportunities
• Using prospectus and information you gather from search engines, contact municipalities in states where we are licensed and complete the New Bid Prospect Form
• Cold call potential contract bid customers and get our name on the vendor list for spot and contract bid opportunities
• Add new entries and help maintain the Bid Perk list which is used to make sure we have all expected bids in an organized database so we ensure that we will receive bids when expected
• Learn how to put together customer price quotes and set up automated price notifications

Process Request for Proposals (RFP’s) as They are Received

• Read through and analyze materials received from the bid entity
• Complete a bid analysis form after carefully reading through all documents
• Meet with Transport Division Manager to summarize key elements of the bid to include but not limited to price formula, gallons, and deadlines
• Prepare pricing histories to support ability to provide a quote based on the specifications from the bid entity
• Complete the bid and have all necessary pages in the bid signed and/or notarized and send either hard mail or electronic, as the bid specifies, within the prescribed bid deadline

Perform Administrative and Customer Service support for Bids Department

• Resolve inbound customer service requests such as billing disputes
• Receive inbound customer order calls and enter those orders into the company order entry system
• Enter orders assigned from the Supply and Distribution Manager into the company order entry system

Key Performance Indicators

Getting on Bid List for New Qualified Bid Opportunities

• Contact bid entities, complete a bid opportunity form, and confirm we are on the bid list
• Qualified bid entities must consume at least 100,000 gallons per year of transport delivered fuel
• Goal of getting on 20 new bid lists per week, which we estimate may take as many as 200 calls per week

Maintain and Utilize Perk List to Ensure We Receive All Bids We are Expecting

• Record all new bids on the perk list with bid expiration and expected receipt date
• Call bid entities on the perk list ahead of the bid expiration to make sure we are still on the bid list and will receive the upcoming bid

Requirements

• Associates or Bachelors degree plus 2 years work experience preferred
• Strong organizational skills and able to work well in a structured environment
• Detail focused
• Ability to make continuous forward progress on multiple tasks or projects
• Possess advanced analytical skills
• Experienced computer skills working in Excel
• Excellent communication skills
• Commitment to Excellence and holding team to highest standards