Tender Specialist - Italian speaking

Work Schedule

Standard (Mon-Fri)

Environmental Conditions

Office

Job Description

Position Summary

The Tender Specialist is responsible for the end-to-end coordination and execution of public and private tender processes across EMEA. This role ensures the timely, accurate, and compliant preparation and submission of tender responses, working closely with cross-functional stakeholders including Sales, Legal, Finance, and Customer Service.

The position plays a critical role in supporting business growth by managing tender pipelines, ensuring adherence to internal policies and external regulations, and contributing to continuous process improvement.

Key Responsibilities

Tender Management & Execution

• Manage the full lifecycle of tenders (RFPs, RFIs, RFQs), from opportunity identification through submission and award.
• Review tender documentation to identify requirements, risks, and key deliverables.
• Prepare, compile, and submit high-quality, compliant tender responses within deadlines.
• Ensure all submissions meet customer specifications, legal requirements, and company policies.

Compliance & Risk Assessment

• Analyze contractual terms and conditions, identify deviations, and escalate risks where needed.
• Collaborate with Legal to resolve complex contractual or regulatory issues.
• Ensure compliance with public procurement regulations and internal governance processes.

Stakeholder Collaboration

• Act as a key liaison between Sales, Legal, Finance, Customer Service, and external stakeholders.
• Coordinate cross-functional activities to ensure alignment and timely completion of tender deliverables.
• Support Sales teams in managing tender pipelines and improving win rates.

Project Coordination & Administration

• Track tender timelines, milestones, and submission deadlines.
• Manage documentation through internal systems and customer portals.
• Ensure proper archiving and record-keeping of all tender-related documents.

Post-Submission & Continuous Improvement

• Monitor tender outcomes, including award decisions and feedback.
• Support implementation of awarded contracts to ensure smooth transition to operations.
• Conduct post-bid reviews to identify lessons learned and improve future submissions.
• Proactively suggest and implement process improvements across the tender function.

Qualifications & Experience

• Bachelor’s degree in Business, Commercial, or related field (or equivalent experience).
• Proven experience in tender management, contract administration, or customer service in an international environment.
• Knowledge of public procurement processes or contract law is an advantage
• Experience working in cross-functional, matrix organizations.
• Fluent in English and Italian
• Ability to work in an international, multicultural environment.
  Advantage:
• Strong understanding of Italian procurement regulations (Codice dei Contratti Pubblici) is an advantage
• Familiarity with EU procurement processes and documentation (e.g., ESPD/DGUE) is an advantage
• Experience with e-procurement platforms (e.g., MEPA) is an advantage

Skills & Competencies

• Strong attention to detail and high level of accuracy.
• Excellent organizational and time-management skills; ability to manage multiple deadlines.
• Strong analytical skills with the ability to assess contractual risks.
• Effective communication and stakeholder management skills across all levels.
• Ability to work under pressure in a fast-paced environment.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and web-based platforms.
• Self-motivated, proactive, and solution-oriented mindset.