Bid Coordinator (6 Month Term)

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: Fixed Term (6 - months)

Reports to: Managing Director, NA

As a Bid Coordinator (Proposals) , your primary purpose is to provide essential support to the B id Manager and sales team throughout the entirety of the bid process. Your role encompasses meticulous bid searching, comprehensive administrative tasks, and seamless coordination to ensure timely and accurate bid submissions. By leveraging your organizational skills and attention to detail, you facilitate the smooth flow of bid-related activities from release to completion, thereby contributing to the achievement of our company's business development objectives .

Key Responsibilities

Support the Company’s bid process from i dentification to submission and pre-award negotiations

Analy z e bid requirements

Comfortable learning and using software tools such as MS Office, SalesForce , and R esponsive

Write and edit document s for readability, consistency, and appropriate tone , describing company capabilities, sector knowledge, management approach, and/or past performance

Provide support in putting together exceptional bids that clearly demonstrate product benefits, and accurately respond to all elements to meet or exceed the bid requiremen ts within the stipulated time frames

Track bid responses and evaluations of bid responses

Obtain approvals by reviewing proposal with key providers and project managers.

Support developing effective processes, assets, and resources for succe ssful bid submissions

Participate in bid/no bid reviews with Bid Manager and the sales team. Conduct win/loss reviews

Assist Bid Manager in updating Responsive Answer Library

Work with Marketing to curate bespoke materials for bid responses

Manage content on Co mmercial Team Confluence pages, as it relates to the bid process

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

Key Requirements

Essential Knowledge, Skills, and Experience

1-3 years' experience in administrative/coordination activities

Experience in bid coordination related activities is an asset

Post-secondary degree is an asset but not required

Experience working in a fast-paced, rapidly changing environment

Experience in gathering information for reports

Able to gather information accurately and quickly from multiple sources

Experience with daily high-volume o f outbound calling and emailing activities

Experience in similar software development environment would be highly regarded

Experience working in Responsive is an asset

Experience in generating Salesforce reports is an asset

Proven ability to learn new software programs and able to learn quickly

Intermediate in Excel and PowerPoint

Advanced Google research skills

Prior experience using Salesforce or other CRM

What We Offer

Compensation: The expected salary range for this role is $60,000- $75,000 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.

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 [email protected].

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.