Key Responsibilities
Bid Coordination & Support
- Assist sales consultants in preparing complete and accurate bid packages.
- Gather, organize, and compile required documentation for bid submissions.
- Ensure all bid materials meet submission requirements, deadlines, and compliance standards.
- Track bid timelines and proactively follow up to ensure timely completion.
Factory-Direct Bid Management
- Prepare and submit factory-direct bids in accordance with company and manufacturer guidelines.
- Coordinate with internal teams and manufacturers to obtain pricing, specifications, and required documentation.
- Maintain accurate records of all submitted bids and related correspondence.
Cooperative Contract Management
- Manage and maintain all cooperative purchasing contracts utilized by the company.
- Educate and support sales consultants on proper contract usage, requirements, and limitations.
- Verify contracts are used correctly and in compliance with contract terms and applicable regulations.
- Ensure all contract offerings are current, including pricing, product listings, and documentation.
- Coordinate updates to contracts as product lines evolve or pricing changes.
- Serve as an internal resource for contract-related questions and guidance.
Administrative Support
- Provide day-to-day support to the Sales Admin Supervisor, Consultants and Direct Sales Team
- Maintain organized digital and physical filing systems for bids, contracts, and sales documentation.
- Assist in improving processes related to bid and contract management.
- Support general sales administrative functions as needed.
Communication & Collaboration
- Act as a liaison between sales consultants, internal departments, manufacturers, and contract agencies.
- Communicate clearly regarding deadlines, missing information, and submission requirements.
- Collaborate with team members to ensure consistency and accuracy across all bid and contract materials.
Qualifications
- Associate’s or Bachelor’s degree preferred (Business Administration or related field a plus).
- 1–3 years of administrative, sales support, bid coordination, or contract management experience preferred.
- Strong organizational skills with exceptional attention to detail.
- Ability to manage multiple projects and deadlines simultaneously.
- Proficiency in Microsoft Office (Word, Excel, Outlook); experience with CRM or ERP systems is a plus.
- Excellent written and verbal communication skills.
Key Competencies
- Detail-oriented and highly organized
- Strong time management and prioritization skills
- Ability to interpret and apply contract requirements
- Problem-solving mindset
- Team-oriented with a collaborative approach
- Ability to work in a fast-paced, deadline-driven environment