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Contracts & Proposals Specialist

Company: Walker and Associates
Location: Lexington
Posted on: May 28, 2023

Job Description:

This position is expected to manage the bidding process for formal proposals, as well as review contractual terms and conditions found in various organizational agreements and make recommended changes as necessary. There may also be drafting of new terms and agreements as needed to support both customer and supplier requirements.
This position requires knowledge and an understanding of all Walker standard terms, policies and directives associated with business practices to be successful. There will be coordination with all necessary departments to complete bids and redlines to contracts. Proactive measures should be taken to ensure deadlines are met and responses are submitted in accordance with the bid or project directives. Follow up and regular communication with sales, marketing, finance, and operations is expected in this role. Excellent communication skills: verbal and especially written are imperative. This position requires critical thinking, time management, and multi-tasking skills as well.
Essential Duties and Responsibilities

  • Prepare moderate to complex business proposal responses to meet/exceed customer requirements to influence the customer of the competitive advantage of corporation's value-added services.
  • Review various contracts as assigned against corporate standard terms to identify non-complaint terms and prepare redlines, contract summaries, and discuss findings.
  • Identify formal proposal non-complaint terms and conditions, payment terms, quality, safety, applicable laws and communicate findings to the appropriate department for evaluation and RFP response
  • Creation of new terms and agreements based upon Walker's standard terms or as directed by Management in support of customer or supplier requirements as assigned by Contracts Manager.
  • Exercise independent judgment in developing proposal methods, techniques, and evaluation criteria for obtaining results to meet/exceed customer requirements and the corporation's policies and procedures.
  • Understand all aspects of written formal proposal requests to include material requirements, applicable laws, quality, safety, payment terms and any existent customer standard terms.
  • Understand the Government sector of the corporation, which requires absolute compliance, that is, applicable to the entire contents of the RFP. Strict compliance requirements must be well organized and planned to co-ordinate efforts to win proposal award. Interpreting and ensuring compliance with all necessary Federal Acquisition Regulations (FAR) clauses.
  • Lead interactions with appropriate departments to assign tasks for specific information requested in the RFP and establish deadlines for information to be returned.
  • Compile information and complete RFP's as accurately, as possible and submit final response to customer before the bid-opening date. Compile and source all products in RFP's. Seek extended validity terms with Manufacturer as needed. Keep records of those extended terms. Prepare spreadsheets with all pertinent data (including freight estimates and weights if needed). Prepare previous history data to make recommendations to sales on selling prices. Calculate all selling prices based upon Sales final approval of margins. Also confirm receipt of our bid package with the customer.
  • Maintain records of corporate approvals for non-standard terms or special directives from management regarding company's position on proposal terms or contracts.
  • Log completed RFP's on excel spreadsheet on the O drive. Record final bid award, if won or loss and gross profit by manufacturer. Perform post bid follow up and if awarded; then load all pricing in the Exception Pricing tool for the award.
  • Monitor all cost changes during the life of a contract to meet a 30-day notification term to customer when applicable, so that Walker maintains an acceptable gross profit margin. For customer contracts awarded to Walker, the following will be completed: Pricing updates, Manufacturer Discontinued product notifications, term changes, rebates, expiration monitoring and renewal requests.
  • Respectfully manage confidential audited corporate documents as required.
  • Creative writing daily for unique bid preparation. Experience/Education/Skills
    • Paralegal or Bachelors-Degree preferred.
    • Knowledge of the Government Federal Acquisition Regulations (FAR) and other Government contracting regulations preferred.
    • Must be able to demonstrate a mastery of language and objectivity in writing, as well as the ability to compose ideas and intentions with precision and clarity.
    • Ability to problem solve and use critical thinking skills.
    • Aggressive individual with initiative and the ability to work independently as well as with a team.
    • Must possess excellent communication skills: both written and verbal.
    • Must be detail oriented and capable of multi-tasking large volumes of work.
    • Ability to: (1) Type; (2) Use a 10-key calculator.
    • PC experience in Windows environment required, Intermediate Excel knowledge necessary
      Walker is an Equal Opportunity / Affirmative Action Employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.
      IF you are a qualified individual with a disability or a disabled veteran and are unable or limited in your ability to use or access our website, you may request a reasonable accommodation to express interest in a specific opening. You can request a reasonable accommodation by calling 1-336-731-5235
      The above statements are intended to describe the general nature and level of work being performed by the associate assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of associate. Walker management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

Keywords: Walker and Associates, Lexington , Contracts & Proposals Specialist, Other , Lexington, Kentucky

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