Bid Coordinator

About PayByPhone 

At PayByPhone, our strength is our people. Behind our product is a talented, creative, and driven multi-disciplinary team united by a shared ambition: to make everyday mobility simpler. We believe innovation should be collaborative, learning should be constant, and work should be enjoyable. As we grow, we’re looking for people who want to grow with us. 

 
Together, we’re on an ambitious mission to create intuitive technology solutions that deliver world-class user experiences. We are a fast-growing, forward-thinking company and already help more than 60 million users across North America and Europe. Our technology helps millions of consumers pay quickly, easily, and securely — without waiting in line, carrying change, or worrying about costly fines. 

 

About The Role 

Location:  Vancouver (Hybrid)

Employment type: Fixed Term (12 - months)

Reports to: Managing Director, NA

As a Bid Coordinator, your primary purpose is to provide essential support to the Bid Manager and sales team throughout the entirety of the bid process. Your role encompasses meticulous bid searching, comprehensive administrative tasks, and seamless coordination to ensure timely and accurate bid submissions. By leveraging your organizational skills and attention to detail, you facilitate the smooth flow of bid-related activities from release to completion, thereby contributing to the achievement of our company's business development objectives. 

Key Responsibilities 

• Support the Company’s bid process from identification to submission and pre-award negotiations 

• Analyze bid requirements 

• Comfortable learning and using software tools such as MS Office, SalesForce, and Responsive 

• Write and edit documents for readability, consistency, and appropriate tone, describing company capabilities, sector knowledge, management approach, and/or past performance 

• Provide support in putting together exceptional bids that clearly demonstrate product benefits, and accurately respond to all elements to meet or exceed the bid requirements within the stipulated time frames 

• Track bid responses and evaluations of bid responses  

• Obtain approvals by reviewing proposal with key providers and project managers.  

• Support developing effective processes, assets, and resources for successful bid submissions 

• Participate in bid/no bid reviews with Bid Manager and the sales team. Conduct win/loss reviews  

• Assist Bid Manager in updating Responsive Answer Library 

• Work with Marketing to curate bespoke materials for bid responses 

• Manage content on Commercial Team Confluence pages, as it relates to the bid process 

• Commercial Team special projects as assigned by the Managing Director, NA 

 

Key Requirements 

Essential Knowledge, Skills, and Experience

• 3+ years' experience in bid coordination related activities  
• Post-secondary degree is an asset but not required
  

• Experience working in a fast-paced, rapidly changing environment 

• Experience in gathering information for reports 

• Able to gather information accurately and quickly from multiple sources 

• Experience with daily high-volume of outbound calling and emailing activities  

• Experience in similar software development environment would be highly regarded  

• Experience working in Responsive is an asset 
• Experience in generating Salesforce reports is an asset 
• Proven ability to learn new software programs and able to learn quickly 

• Intermediate in Excel and PowerPoint 

• Advanced Google research skills  
• Prior experience using Salesforce or other CRM

What We Offer 

Compensation: The expected salary range for this role is $60,000- $75,000 CAD. Final compensation will be based on factors such as experience, skills, qualifications, and internal equity. 

Vacation: All full-time employees start with 4 weeks of vacation per year. 

Work From Anywhere: Enjoy up to 3 weeks of work from anywhere per year, subject to business needs and manager approval.

Personal Days: We provide 5 personal days annually, in addition to paid sick days, to support flexibility and work-life balance. 

Comprehensive medical & dental coverage: Available to all full-time employees. 

Employee Assistance Program (EAP): Access to confidential support services and resources for you and your family. 

Career Growth & Learning Support: Opportunities for professional development, continuous learning, and career progression. 

Working at PayByPhone 

We operate in a world that’s constantly evolving — and change is something we embrace. Our values guide how we show up for one another and for our customers every day. In short, we: 

• Make things happen 

• Stay curious 

• Work together 

• Have fun 

• See through our customers’ eyes 

 

These principles shape how we collaborate, innovate, and deliver on our commitments. 

 
We’re also committed to fostering a diverse and representative workforce and an inclusive environment where everyone is treated with respect and fairness. We do not tolerate discrimination or harassment in our workplace or throughout our hiring process. Our hiring decisions are grounded in business needs, role requirements, and individual qualifications — ensuring we reflect the talent and communities we serve. 

 

PayByPhone is committed to providing accommodation throughout the recruitment process. If you require accommodation, please reach out to us at askhr@paybyphone.com. 

 
Want to see our values in action? Visit our Instagram and LinkedIn. Curious about the story behind our values? Head over to our About Us page to learn more.