Bid Operations Specialist

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: Full-Time, Permanent

Reports to: Managing Director, NA

As Bid Operations Specialist, your primary purpose is to run and continuously improve the operational engine of the Company's bid function across both North America and the United Kingdom, enabling the team to submit more bids at the same or better quality. Working in partnership with the Bid Manager, who owns the overall bid lifecycle, strategy, and content, you own the operational backbone of every pursuit: opportunity identification and monitoring, RFP intake and breakdown, internal coordination and data gathering, kick-off meetings, and submission logistics.

This is a systems and throughput role, not purely an administrative one. You are expected to treat every manual, repetitive task as a candidate for automation, to apply AI tools with rigour and verification discipline to accelerate RFP analysis and first-pass preparation, and to serve as the day-to-day administrator and power user of our proposal management platform (Responsive). By combining flawless coordination, process thinking, and modern tooling, you directly increase the volume and quality of bids the Company can pursue, contributing to the achievement of our business development objectives.

Key Responsibilities 

Opportunity Identification and Monitoring

•    Scrub procurement portals, inboxes, and aggregators daily to identify relevant bid opportunities across North America (e.g., BidNet, MERX, Bonfire, SAM.gov, municipal and agency sites) and the United Kingdom (e.g., Find a Tender, Contracts Finder, local authority portals)

•    Build and maintain automated monitoring: saved searches, keyword alerts, email rules, and aggregation workflows that convert manual scrubbing into the review of a filtered opportunity feed, so no relevant opportunity is missed

•    Log, qualify, and route new opportunities to the Bid Manager and sales team with a consistent intake summary to support rapid bid/no-bid decisions

RFP Intake and Breakdown

•    Perform the initial breakdown of each RFP: extract requirements, mandatory criteria, evaluation weightings, deadlines, question periods, and submission mechanics into compliance matrices, deliverables lists, and bid calendars

•    Use AI tools to accelerate document analysis and requirement extraction, applying rigorous human verification so that every compliance matrix and deadline is accurate before distribution

•    Prepare the complete kick-off package: bid summary, compliance matrix, responsibility assignments, and timeline

Coordination and Internal Data Gathering

•    Schedule and run internal kick-off meetings, ensuring all contributors leave with clear assignments, deadlines, and a shared understanding of the requirements

•    Create and manage internal tickets and data requests to cross-departmental teams (Product, Finance, Legal, Security, Marketing) using standardized request templates and agreed SLAs; track and chase every request through to deadline

•    Act as the day-to-day coordination point between the sales teams, the Bid Manager, and internal contributors throughout each pursuit, supporting bids in both the NA and UK markets and working effectively across time zones

•    Independently coordinate smaller bids from end to end

Platform Administration and Automation

•    Serve as the day-to-day administrator and power user of Responsive: configure intake workflows, project templates, and auto-generated compliance views, and leverage the platform's AI features to pre-populate first-pass responses for the Bid Manager's review

•    Support the Bid Manager in maintaining the quality and currency of the Responsive Answer Library, flagging stale or inconsistent content

•    Identify, build, and document automations that reduce manual effort per bid (e.g., Power Automate flows, email routing, tracker integrations, reporting), and quantify the time saved

Submission, Tracking, and Process

•    Own submission logistics: portal registrations, mandatory forms, formatting and packaging, and on-time, compliant delivery of every submission

•    Track bid outcomes, evaluation results, and debrief materials; maintain accurate bid records and reporting in Salesforce and the team bid tracker

•    Support bid/no-bid reviews and win/loss reviews with accurate data and documentation

•    Maintain and continuously improve documented, repeatable bid process assets on the Commercial Team Confluence pages

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

 

Key Requirements 

Essential Knowledge, Skills, and Experience

• 2 to 4+ years' experience in bid coordination, proposal operations, procurement administration, or related activities
• Post-secondary degree is an asset but not required
• APMP Foundation certification is an asset but not required
• Experience working in a fast-paced, deadline-driven environment with multiple concurrent pursuits or projects
• Demonstrated experience automating, streamlining, or eliminating a repetitive workflow; candidates should be able to describe what they built and the impact it had
• Daily working fluency with AI tools (e.g., Claude, Copilot, ChatGPT) applied to document analysis, requirement extraction, summarization, and drafting, with the judgment and discipline to verify AI output before it is relied upon
• Experience gathering and synthesizing information accurately and quickly from subject matter experts and multiple sources
• Experience in bid coordination, proposal operations, public procurement administration, or high-volume project coordination
• Proficiency in Responsive or a similar proposal management platform (e.g., Loopio, RFPIO); platform configuration or administration experience is a strong asset
• Experience in generating Salesforce reports is an asset
• Familiarity with public sector procurement portals and processes in North America (e.g., BidNet, MERX, Bonfire, SAM.gov) and/or the United Kingdom (e.g., Find a Tender, Contracts Finder) is an asset
• Proven ability to learn new software programs quickly and independently
• Advanced in Excel and PowerPoint
• Working knowledge of workflow automation tools (e.g., Power Automate, Zapier, advanced email rules) or a demonstrated aptitude to build such workflows
• Advanced online research skills
• Prior experience using Salesforce or another CRM

What We Offer 

Compensation: The expected salary range for this role is $80,000- $85,000 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 from Day 1.

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.