Working Location: Florida, Miami

Workplace Flexibility: Hybrid

Job Description

Tender Support Specialist will lead the preparation, review and submission of required documents and certifications for tender bids, sales through intermediaries, and any non-standard transaction when participating direct through OMS and OPR or indirect through LAD distributors following thresholds under the LAD public procurement processes. In this role, the Tender Support Specialist will work with cross-functional team members to help respond to requests for participation and manage the proposal development process to ensure on-time delivery of complete, accurate and compliant proposals.

The position involves process monitoring researching, writing, producing a high volume of client-facing documentation in support of an array of our products, and post-tender review to complete win/loss analysis. This role will successfully communicate and collaborate with a variety of internal stakeholders including, RA/QA, Marketing, Customer Service, Supply Chain, and other departments, as needed.

The Tender Support Specialist should exhibit strong writing skills with excellent attention to detail. The appropriate candidate is expected to be self-starter, multitasker who works well under pressure, and follows through on tasks, keeps the team and management informed of any changes.

Job Duties

• Act as the central point of contact on assigned proposals.
• Update tender tracking system to monitor bids and proposals by LAD distributors, integrators at OMS, and OPR.
• Ensure that tenders and business proposals meet all relevant technical specifications and are compliant with public procurement policies and procedures.
• Analyze tender bid submissions through its entire life cycle and evaluate tender bases specifications, review price analysis, final commercial offer, timing completeness consistency, any red flags, and compliance with overall requirements.
• Support tender are submitted consistently ahead of the deadlines set by the tendering authority and follow relevant procedure for tender compilation, and final authorization.
• Conduct presentations as needed, training to new Olympus representatives, distributors/integrators, and refresh training on an annual basis. Training includes Due Diligence/Screening to unauthorized third parties, and RADAR reports platform.
• Respond to overall inquiries from colleagues and clients concerning tenders.
• Support the Legal Department with distributor/integrator contract and Quality Assurance Agreement implementation for the Latin America region.
• Facilitate Third Party legal and compliance screening process.
• Monitoring post-participation and analyze win/loss opportunities.
• Conduct review of Bids and Proposals submitted by distributors, reconcile and review against what was submitted for approval. Escalate to Compliance, and Distributor Manager should a violation of the Olympus policy be found.
• Manage documents that require notary and apostille from the Florida Department of State for bid participation.
• Solicit Regulatory documents from manufacturing sites when needed.
• Support internal auditors when required for LAD Bids and Proposal audits. Maintain LAD Master Distributor List with updated contract information.
• Continuous review and update LAD and OMS Public Procurement SOP.
• Performs other duties as assigned.

Job Qualifications

Required:

• Associates degree or equivalent from two-year college or technical school; or equivalent combination of education and minimum of two years experience.
• Notary Public certification from the State of Florida.
• Bilingual fluency in written and verbal Spanish, and English a must.

Preferred:

• Strong organizational skills with ability to prioritize workload.
• Must be detail-oriented, self-motivated, able to work independently in a fast paced, deadline driven environment.
• Strong customer and interpersonal skills
• Excellent computer knowledge.
• Experience working with and supporting legal staff considered a plus.
• Experience working in medical device healthcare or other companies in a regulated industry providing goods or services to public sector entities considered a plus.

Why join Olympus?

We offer a holistic employee experience supporting personal and professional well-being through meaningful work, equitable offerings, and a connected culture.

Equitable Offerings you can count on:

• Competitive salaries, annual bonus and 401(k)* with company match
• Comprehensive medical, dental, vision coverage effective on start date
• 24/7 Employee Assistance Program
• Free live and on-demand Wellbeing Programs
• Generous Paid Vacation and Sick Time
• Paid Parental Leave and Adoption Assistance*
• 12 Paid Holidays
• On-Site Child Daycare, Café, Fitness Center**

Connected Culture you can embrace:

• Work-life integrated culture that supports an employee centric mindset
• Offers onsite, hybrid and field work environments
• Paid volunteering and charitable donation/match programs
• Employee Resource Groups
• Dedicated Training Resources and Learning & Development Programs
• Paid Educational Assistance

*US Only

**Center Valley, PA and Westborough, MA

Are you ready to be a part of our team?

Learn more about our benefits and incentives: https://www.olympusamerica.com/careers/benefits-perks.

Posting Notes: || United States (US) || Florida (US-FL) || Miami || Sales