Bid & Contract Specialist

WhiteWater makes products, but at our heart, we are a service business, and that means we are a people business. In this way, we excel and create value for our clients by listening to their needs, collaborating to create solutions, problem-solving and attending to the details. Our culture, as you would expect, reflects these traits. We are a diverse group of experts, from creative designers to talented engineers. Whatever the expertise we bring from all over the world, we listen and learn from each other because we are aligned behind a clearly understood purpose: together we create fun for families everywhere. 

Interested in starting an exciting career with WhiteWater? Apply today!

Position: Bid & Contract Specialist
Department: Sales Operations
Location: Richmond, B.C
Reports to: Manager, Sales Operations

The Sales Operations team is seeking a Specialist, Bids and Contracts to play a hands-on role in shaping how projects move from opportunity to contract. Reporting to the Manager, Sales Operations, this role is deeply involved in bid and contract coordination, cross functional collaboration, and turning complex requirements into clear, competitive proposals. No two bids are the same, and this position is key to ensuring each submission is accurate, compliant, and compelling.

Essential Responsibilities:

1. Bid & Prequalification Management
• Manage vendor and supplier prequalification submissions, ensuring required documentation is complete, accurate, and compliant with client and regulatory requirements.
• Maintain current records of company credentials, certifications, and experience for use in future opportunities.

2. Bid Coordination & Compliance
• Review and interpret bid and tender documents, identifying commercial, technical, and submission requirements.
• Lead bid kick-off meetings and coordinate internal stakeholders across Sales, Design, Estimating, Engineering, Legal, and Finance.
• Manage bid schedules to ensure all deliverables are completed and submitted on time.
• Prepare and maintain compliance matrices, scopes of work, and technical inputs aligned with bid requirements.
• Coordinate internal technical, commercial, legal, and financial reviews to ensure bid compliance and risk alignment.
• Support preparation of proposal materials and submission packages, coordinating with graphic design resources as required.

3. Contract Development & Administration
• Maintain and update standard contract templates, scopes of work, and technical specifications.
• Draft and assemble project-specific contracts in alignment with bid commitments, client requirements, and company standards.
• Support Sales and Legal during contract clarification and pre-award negotiations.

4. Pricing Coordination & Scope Alignment
• Collaborate with Sales to develop pricing tables aligned with approved scopes of work and proposal strategy.
• Ensure pricing consistency across proposals and internal scope management tools.
• Track and document pricing changes to maintain clear version control and auditability.

Qualifications and Experience:
• 2-4 years college, university or technical school training is required (Sales, Business or Project Management education preferred).
• 2-5 years of experience in an office environment - Sales, Operations, Project Management or Scheduling related role would be an asset.
• Experience using Microsoft Dynamics CRM or comparable CRM software is required.
• Complete understanding of Microsoft Office (Word, Excel, Outlook, etc.) is required.
• Customer service orientation with professional and confident phone presence.
• Strong verbal and written communication skills.
• Excellent organization skills and ability to effectively multi-task in a fast-paced environment.
• Flexible individual with the ability to prioritize a changing workload.
• Positive and results oriented attitude.

Competency, Skills and Abilities
• Ability to develop and maintain effective internal and external working relationships with all levels in the organization
• Ability to work independently and as a team, self-starter and energetic
• Able to meet tight deadlines in a fast paced, fun and professional environment
• Advanced reasoning and decision-making abilities
• Curious with the desire to understand
• Excellent time management, organization and priority defining skills
• Exceptional ability to listen, communicate (written and oral) and collaborate
• Motivate and contribute to a positive and results oriented team environment
• Must be eligible to work in Canada

WhiteWater Competencies:

• Accountability – We do what we say
• Collaboration – We work well together
• Customer Focus – We know and respond to our customers
• Communication – We listen to and understand each other
• Authenticity – We are honest and trust each other
• Resilience – We deal effectively with pressure and are persistent and optimistic
• Flexibility & Adaptability – We are willing and able to respond to changing circumstances

WhiteWater is proud to be an equal-opportunity employer. We celebrate the diversity of all employees and applicants and are strongly committed to creating an inclusive environment for everyone.

We thank all the candidates who take the time and energy to apply. Given the volume of applications, it makes responding personally to each applicant difficult, but please know we are grateful for your interest. We look forward to connecting with you through this search or future ones. All the best in your job search.