Bid Coordinator/Commodity Specialist
Location(s) Syracuse, NY
Job Listed 08-Nov-2018

POSITION TITLE:  Bid Coordinator/Commodity Specialist

​Department/Agency: Affinity Group InFusion
Location: Syracuse, NY
​Reports To: Senior Bid Coordinator & Director of K12
Supervises: N/A
​FLSA Classification: Exempt
​Effective Date: 11/8/2018

SUMMARY:  The Bid Coordinator/Commodity Specialist processes bid specific tasks within the K-12 channel and monitors the workflow of Affinity Group manufacturer bids, works in the Bid Management System to process and complete steps necessary to ensure the timely correspondence and arrival of professional documents to our customers.  Approves sales agreement set up on bid award and monitors competitive information.  Manages manufacturer commodity diversions and drawdowns to ensure 100% compliance.

Duties and Responsibilities:

  • Assists and supports the K-12 school team
  • Assumes responsibility for bids in assigned territories.
  • Prepares bids in bid management system.
  • Customizes bids to meet the customer requirements.
  • Prepares pre-final and final bid documents if necessary.
  • Proofs bids for accuracy prior to submission to customer.
  • Reviews and approves the setup of bid vendor sales allowance in bid management system.
  • Sends bid quotes to distributors
  • Enters commodity orders into Processor Link & checks monthly to ensure schools are using their commodity pounds accordingly
  • Approves and audits sales agreements that have a direct impact to margin dollars
  • Performs other duties as assigned

Knowledge, Skills, and Abilities:

  • High School Diploma / GED
  • 1-2 years of experience with a food service brokerage agency foodservice operations management and/or national manufacturer calling on key regional accounts and/or operators.
  • Maintains knowledge of the Bid Management System along with other systems that pertain to the bid process.
  • Maintains knowledge of Federal Procurement guidelines, the National School Lunch Program, National School Breakfast Program, and the USDA Schools/Child Nutrition Commodity Program.
  • Maintains peer relationships in the field to share issues and ideas.
  • Must have excellent written, verbal, organizational and communication skills as well as problem-solving capabilities.
  • Must have the ability to multi-task, prioritize and be able to work independently or within a team environment.
  • Must be accurate and have special attention to detail.
  • Must be able to scan and configure documents.
  • Must understand pricing logic.

Supervisory and Reporting Responsibilities:     

  • This position does not have supervisory responsibilities
  • Reports to Senior Bid Coordinator & Director of K12

Physical Requirements/Working Conditions: 

  • Candidate must be able to perform the essential functions of the job.
  • Work may be performed in an Affinity Group office or warehouse environment.
  • Periodically requires the ability to stand for extended periods of time at trade shows.
  • Flexible work hours to accommodate demands of position (some weekends included).
  • May require travel up to 5-10% of the time within territory.

Affinity Group is an Equal Opportunity Employer. We do not discriminate based on age, gender, nationality, or other protected status. We appreciate the service veterans have dedicated to protecting our country and encourage veterans to apply.  The above job description is not a contractual or binding document, nor does it alter the employment at-will status.  It is provided as a guide to the types of duties required to be undertaken.  Duties may vary from time to time and this description is subject to review.  Modifications will be made as needed to support changes in business requirements.




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