Technical Bid Specialist

Operations Full Time Mississauga, ON $80,000 - $100,000 CAD per year
Polar Racking Inc. is a North American leader in the design, engineering and manufacturing of PV mounting systems. We are at the forefront of PV innovation, leading the industry in cutting-edge design with a focus on continuous innovation, with a vision to deliver the highest value to our clients at the lowest cost per kWh. Our diversified portfolio of ground mount products for the commercial and utility scale markets, coupled with our unique suite of engineering collaboration tools, technical services, and installation support, allows us to deliver turnkey solutions that are modular, lighter, and quicker to install. We support our North American clients from multiple locations in North America.
Polar Racking Inc. is seeking a Technical Bid Specialist to join our Estimation group. This is a newly created position established to strengthen how we assemble bids and how we engage the supply base behind them. The role owns the coordination and quality of outgoing bid packages while building out and formalizing our supplier network for racking, tracker, and foundation supply. The successful candidate will work alongside our existing estimation coordinators, taking ownership of supplier engagement and submission quality so that the team can scale with a growing pipeline of utility-scale and commercial solar projects.
Key Responsibilities
Compile complete bid packages including cost estimates, technical designs, product specifications, project schedules, and corporate qualifications.
Coordinate inputs from Estimating, Sales, Engineering, Supply Chain, and Operations to produce cohesive, client-ready proposals.
Engage suppliers and fabricators directly to solicit, clarify, and level quotations for racking, tracker components, and driven pile / helical foundations.
Identify, qualify, and onboard new suppliers to broaden the vendor base and improve competitiveness on both domestic and foreign supply.
Build and maintain a preferred supplier database covering capabilities, capacity, tooling, pricing history, lead times, and Incoterms.
Establish and document repeatable RFQ processes, templates, and supplier evaluation criteria for use across the estimating group.
Review supplier commercial terms (payment, escalation, freight, tariff exposure, validity) and flag risk items prior to bid submission.
Review and edit bid content for accuracy, clarity, and compliance with client and RFP requirements.
Format and assemble final submission documents to a consistent, professional standard.
Maintain organized records of bid documents, templates, boilerplate content, and project references.
Track bid deadlines and deliverables to keep submissions on schedule.
Conduct post-bid debriefs and maintain a lessons-learned log to improve win rate.
Support client presentations and RFP responses as required.
A significant portion of this role is outward-facing. The Technical Bid Specialist is expected to maintain regular, direct contact with existing suppliers and to actively pursue new ones — qualifying fabricators, understanding their capabilities and constraints, negotiating commercial terms, and putting durable processes in place so that supplier information is captured once and reused across every bid rather than rebuilt each time.
Qualifications
Bachelor's degree in Engineering, Supply Chain Management, Business, or a related field.
3+ years of experience in bid coordination, proposal preparation, procurement, or technical estimating support.
Working knowledge of solar PV systems, structural steel components, and construction methods.
Demonstrated experience in supplier sourcing, onboarding, and performance management.
Familiarity with supply chain concepts including lead times, Incoterms, terms and conditions, and quality assurance.
Process improvement mindset with the ability to document and standardize workflows.
Excellent written and verbal communication skills.
Strong attention to detail and commitment to error‑free work.
Ability to coordinate multiple stakeholders and drive deliverables to deadline.
Advanced proficiency in Microsoft Excel and Word.
Experience with AutoCAD, PVsyst, or HelioScope is an asset.
Why Polar Racking?In addition to competitive compensation, we offer a comprehensive benefits package including RRSP contributions, generous vacation time, and the opportunity for career growth.
As a valued member of our team, you'll also enjoy perks such as a company vehicle and a collaborative, fun work environment where innovation and teamwork are celebrated.
We value an innovative, diverse workplace where all colleagues feel empowered to be their authentic selves. We are proud to be an equal opportunity workplace.
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