Bid Specialist - Utility Vegetation Management bei ArborWorks, LLC

We are ArborWorks, the safety, innovation, and service professionals in vegetation management. We pride ourselves on offering our employees a quality of life that is second to none. We have established a culture deeply rooted in safety and production. We are passionate about our craft and always look for strong team members. If you are a self-starter with enthusiasm for arboriculture and are looking for a great company experience, we look forward to speaking with you! We take a vested interest in each employee on our team and are constantly looking for motivated individuals to grow with our company. Achieve your potential with ArborWorks!

The Bid Specialist will play a pivotal role in supporting Arborworks’ growth by developing and submitting competitive proposals, ensuring all responses meet the qualifications and requirements outlined in RFPs. This individual will be responsible for reviewing and analyzing bid materials, crafting high-quality proposals, and coordinating with internal teams to gather necessary documentation and pricing. The Bid Specialist will oversee bid tracking, support pipeline management, maintain proposal templates and past submissions for efficiency, and analyze win rates to refine future strategies. This individual will have strong project management skills, attention to detail, and the ability to manage multiple bids simultaneously in a fast-paced environment.

RESPONSIBILITIES & QUALIFICATIONS

Key Responsibilities:

    Bid Development & Management

•    Lead the end-to-end process of developing winning proposals for vegetation management bids, ensuring compliance with all qualifications and requirements found within RFP documents.

•    Display strong project management skills with the ability to manage multiple proposals at the same time

•    Analyze RFPs, RFQs, and other solicitation documents to extract key requirements, deadlines, and evaluation        criteria with the ability to communicate to internal teams 

•    Develop clear, compelling, and compliant bid responses that align with ArborWorks' current data, capabilities, and strengths.

•    Work collaboratively with cross functional teams (operations, safety, finance, legal, leadership, and subcontracting teams) to gather required proposal content and supporting documentation.

•    Ensure all bids are submitted accurately and on time, managing multiple deadlines concurrently.

•    Continuously raise risks and delayed task completion to leadership in order to mitigate delays before they occur.  

•    Leverage templates, past proposals, and standardized content to streamline bid development and improve efficiency.

•    Maintain a library of past proposals, templates, and reusable content for use in future bids.

   Bid Prospecting & Pipeline Growth

•    Dedicate approximately one hour daily to identifying new bid opportunities across government, utility and online bidding platforms. 

•    Review and assess a minimum of 25-50 bids per business day to determine viability and alignment with ArborWorks’ services.

•    Proactively track upcoming contract expirations and rebid schedules to position ArborWorks ahead of new opportunities.

•    Maintain an updated database of bid sources and continuously refine prospecting strategies.

 Project Management & Coordination

•    Act as the central point of contact for bid management, coordinating tasks across teams to meet submission deadlines.

•    Delegate responsibilities to team members for technical content, pricing analysis, compliance documentation, and legal review.

•    Monitor bid progress using project management tools and hold contributors accountable for deliverables.

•    Identify roadblocks early and escalate issues as needed to keep the bid process on track.

 Bid Tracking & Performance Analysis

•    Utilize internal CRM (Pipedrive) to log all bids, track their status, and document key milestones from initial submission to contract award.

•    Develop and maintain bid tracking reports to analyze win rates, trends, and areas for improvement.

•    Provide regular updates to leadership on bid pipeline, performance metrics, and strategic recommendations.

•    Work with sales and operations teams to gather post-bid feedback and refine future bid strategies.

•    Strong communication skills – able to coordinate with multiple teams and ensure everyone is aligned on bid requirements.

Qualifications: 

•    High School Graduate

•    2+ years of experience in sales, business development, or bid management

•    General knowledge of vegetation management principles and processes preferred

•    Strong communication skills – able to coordinate with multiple teams and ensure everyone is aligned on bid requirements.

•    Strong organizational skills – ability to manage multiple bids at once without missing deadlines.

•    Excellent attention to detail – ensuring all proposals are accurate, compliant, and well-written.

•    Proactive problem solver – able to anticipate challenges and resolve issues quickly.

•    Responsive and reliable – able to quickly assess opportunities, delegate effectively, and turn around proposals under tight timelines.

•    Excellent time management skills and ability to multi-task and prioritize work

•    Ability to work independently and within a team environment

•    Tech-enabled– comfortable using CRMs, procurement portals, and project management software.

•    Strong understanding of Microsoft Office Suite (Excel, PowerPoint, Word)

•    Demonstrates behaviors consistent with ArborWorks Core Values

PHYSICAL REQUIREMENTS

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Physical: Primary functions require sufficient physical ability and mobility to work in an office and field setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight up to 25 lbs; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to occasionally travel to other locations using various modes of transportation; to verbally communicate to exchange information; to see in the normal visual range with or without correction; and to hear in the normal audio range with or without correction.

Environment: Work is performed primarily in a standard office environment with occasional visits to the field, frequent interruptions and public contact.

EEO Statement:

ArborWorks, LLC is an equal opportunity employer and all qualified candidates will receive consideration without regard to race, color, age, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, veteran status, disability, genetic information, or any other characteristic protected by law.