Bids & Contracts Specialist

Acute Care Technology

At ZOLL, we’re passionate about improving patient outcomes and helping save lives. We provide innovative technologies that make a meaningful difference in people’s lives. Our medical devices, software and related services are used worldwide to diagnose and treat patients suffering from serious cardiopulmonary and respiratory conditions.

The Acute Care Technology division of ZOLL Medical Corporation develops and delivers innovative lifesaving products and software solutions to EMS, hospital, public safety, and military customers globally. Products include AEDs, trauma kits, ventilators, temperature management solutions, and more. Our dedicated employees take pride in their commitment to improving patient outcomes while delivering world-class customer service.

The Bids & Contracts Specialist role will have a key deliverable of increasing the efficiency and effectiveness of ZOLL’s bid and proposal submission process, as well as customer contracts administration. This will involve coordination and collaboration with various internal departments and business units to ensure company procedures are followed in order to drive new business and secure awards. Oversee the commercial agreements and tendering process in the UK.

Key Tasks & Deliverables

• Monitor, create, coordinate, implement and improve compelling proposals and bid (tenders & frameworks)
• Search and monitor tenders according to the company’s market categories;
• Manage the company’s registration processes in customer qualification portals;
• Completing the first pass of tender conditions for submission in accordance with the department’s procedures;
• Assessing the feasibility of the identified tender, analysing the requirements of the tender and verifying the company’s eligibility to participate in the tender;
• Completing the technical and administrative questionnaires required by the business (e.g. Tender portals questionnaires, Customer accreditation questionnaires).
• Monitoring the progress of the tender and coordinating all corporate functions involved in the preparation of the technical, economic and administrative envelopes;
• Preparation of all administrative documents requested by the contracting authority during the tendering process (requests for clarification and control, etc.);
• Managing, in coordination with the sales staff and the other departments concerned, all administrative activities related to the post-award phase, supporting the various company departments and analysing the tender results together with the technical experts and the sales staff;
• Supervise and smoothly manage the contracting process from bidding through negotiation and execution to fulfilment, ensuring full compliance with deadlines and schedules;
• Processing and reviewing contract requests, routing templates and supporting documentations to the appropriate negotiating team, ensuring all internal control and compliance obligations are adhered to
• Obtaining required approvals and signatures
• Entry of all executed contracts and associated communications, amendments, and exhibits into bids and contracts management database; preparation of ad hoc and recurring reports on key metrics to be delivered to business users as needed
• Ensuring the continuous improvement of all templates, playbooks, checklists.
• Capture, review/edit proposals and ensures all proposal schedules and deadlines are met
• Deliver process improvement and areas for continuous improvement in contracting and tendering.
• Manage the qualification process for the company’s suppliers/vendors;
• Manage registrations and renewals in public registers;

Required experience

• Fluency in English is required for this role
• Bachelor degree in legal or business disciplines;
• At least two years’ experience in tendering (preferably within the medical device market and public contracts).
• Proficiency in Microsoft Office Suite with emphasis on Excel and Word;
• Problem solving – Recognising and resolving issues in a timely manner;
• Organisational Support – Follows policies and procedures; supports the goals and values of the organisation;
• Adaptability – Adapts to changes in the work environment; manages competing demands; can deal with frequent changes, delays or unexpected events;
• Motivation – Measures self against a high standard of performance;
• Excellent interpersonal skills, with a positive and reliable can-do attitude: ability to cooperate as a team player, meeting and understanding the needs of different stakeholders

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