Tender Specialist

Work Schedule

Standard (Mon-Fri)

Environmental Conditions

Office

Job Description

Position Summary

We are looking for a Tender Specialist to join a successful, dynamic, and international Sales and Service Operations environment.

In this role, you will support the EMEA Sales teams by coordinating and responding to public and private tender invitations from Thermo Fisher Scientific customers in a professional, accurate, and timely manner.

You will be responsible for supporting the tender submission process from start to finish, ensuring compliance with submission requirements, timelines, and internal processes. This includes reviewing tender specifications, identifying contractual or commercial deviations based on existing internal guidelines, coordinating the required approvals, collecting the relevant documentation, and preparing and submitting tender responses via electronic platforms or postal channels where applicable.

The role requires strong organizational skills, attention to detail, and the ability to work effectively with multiple stakeholders in a fast-paced environment. Complex or non-standard contractual topics are expected to be escalated to the appropriate internal functions.

Please share English CV's when submitting your application.

Key Responsibilities

• Monitor and manage assigned tender opportunities within the required deadlines

• Review tender specifications and submission requirements for completeness, format, and timing

• Identify contractual and commercial deviations based on internal guidelines and escalate non-standard issues as required

• Coordinate with internal stakeholders such as Sales, Service, Legal, Finance, and Customer Care to collect the required documents and approvals

• Prepare and compile tender documentation in line with customer and company requirements

• Review tender proposals together with the relevant business stakeholders before submission

• Ensure all required approvals and signatures are obtained on time

• Submit tender responses through electronic portals or postal services, depending on customer requirements

• Maintain accurate and timely updates in internal systems and tools

• Follow up on tender status, including submission confirmation, clarifications, award communication, and related documentation

• Liaise with customer contacts where clarification is needed on submission requirements or open points

• Support continuous improvement of tender processes, templates, and working methods

Minimum Requirements / Qualifications

• Commercial education or equivalent professional background

• Native or fluent Polish language skills

• Fluent written and spoken English

• Good knowledge of Microsoft Office applications, especially Outlook, Excel, Word, and PowerPoint

• Previous experience in an administrative, customer care, tender, contract, or commercial support role is preferred

• Experience in an international business environment is an advantage

Skills and Competencies

• High level of accuracy and attention to detail

• Strong organizational and time-management skills

• Ability to work under pressure and meet deadlines

• Ability to manage multiple tasks in a fast-paced environment

• Confident and professional communication skills

• Ability to collaborate effectively with cross-functional stakeholders

• Comfortable working with defined processes, systems, and compliance requirements

• Ability to identify issues, use sound judgment, and escalate where needed

• Self-motivated, reliable, and quick to learn

• Constructive and solution-oriented mindset

• Can-do attitude

Profile

The ideal candidate enjoys working in an international and multicultural environment and is motivated by delivering high-quality work in a structured and deadline-driven setting. They are comfortable handling operational complexity, coordinating across multiple functions, and ensuring tender responses are completed accurately and on time.