Job Title

Tender Specialist & Office Coordinator

Job Description

The Tender Specialist & Office Coordinator is responsible for preparing all tender and contract documentation for Poland and supporting business partners in the Baltic countries for Philips Image Guided Therapy Devices. This role also ensures the smooth day-to-day operation of the office, including order flow, office supplies and equipment, supervision of office rental contracts, and document flow (tender contracts, offers, agreements with consultants) to and from the Sales department and between Image Guided Therapy departments.

Join an ever-expanding organization and an exceptional team of dedicated experts and leaders in the Medical Device industry. Philips Image Guided Therapy Devices (IGT-D) is a global leader in physiology and intravascular imaging for coronary and peripheral applications.

Your role:

• Ensure all tender offers are prepared and submitted on time, with full compliance to formal requirements to avoid rejection.

• Regularly monitoring ongoing tenders, including updates, changes, and amendments, and maintain effective internal communication regarding tender-related activities.

• Search for and identify public sector tender opportunities using predefined criteria.

• Consolidate and prepare legally compliant internal documentation and submit tenders in line with company tender processes.

• Prepare monthly reports and statistics covering service contracts, time & material invoices, tender usage, and tender expiry dates per customer.

• Regular updating of overviews (current tenders, contracts, competitors' prices).

• Support sales and customer service teams with tender- and contract-related activities and other tasks beyond those related to tenders.

• Coordinate office operations, including document flow, supplies, and administrative processes.

• Cooperating with other departments to maintain the continuity of the department's work and obtain the necessary documents and tools.

You're the right fit if you have the following skills and experience:

• Proven experience with public sector tendering processes. (Preferred sector: medical equipment).

• Experience working closely with Sales, Customer Service, or Sales Support department experience in drafting and interpreting contracts (preferably service or medical equipment contracts).

• Maintain tenders announcement and providing info to Sales Managers.

• Pre quote activities (credit check, realization time update, etc).

• Strong organizational skills with structured and logical thinking.

• High proficiency in Microsoft Office.

• Strong IT aptitude and ability to quickly learn new systems.

• Fluency in English (written and spoken) and native-level Polish.

How we work together

We believe that we are better together than apart. For our office-based teams, this means working in-person at least 3 days per week.

About Philips

We are a health technology company. We built our entire company around the belief that every human matters, and we won't stop until everybody everywhere has access to the quality healthcare that we all deserve. Do the work of your life to help the lives of others.
• Learn more about our business.
• Discover our rich and exciting history.
• Learn more about our purpose.
If you’re interested in this role and have many, but not all, of the experiences needed, we encourage you to apply. You may still be the right candidate for this or other opportunities at Philips. Learn more about our culture of impact with care here.

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