Administrative Support and Bid Coordination Specialist

Job Description

Job Description

Hours: 8-5 / M-F / Temp to Hire

Position Overview

We are seeking a highly organized and detail-oriented Administrative Support & Bid Coordination Specialist to support our expanding operations. This role blends customer service with a strong focus on tracking government and municipal bid opportunities, managing deadlines, and maintaining compliance certifications. This is a key operational role that helps ensure we never miss an opportunity and remain competitive in the public sector. As part of a collaborative team, this position will also support sales initiatives and assist with various projects across the organization.

Key Responsibilities

• Identify, track and help prepare bid opportunities from federal, state, and local procurement platforms
• Maintain a centralized bid tracking system and calendar (deadlines, meetings, award dates)
• Generate reports on bid activity, pipeline, and outcomes
• Manage and maintain Small Business and Women-Owned Business certifications (federal, state, and third-party), including renewals and compliance
• Organize and maintain digital records for bids and certifications
• Support customer service functions including order coordination and account support
• Assist the sales team with quotes, follow-ups, and project coordination
• Provide administrative and operational support on special projects

Qualifications

• 2+ years of experience in administrative support, customer service, or operations
• Strong organizational and time-management skills
• High attention to detail and accuracy
• Ability to manage multiple deadlines in a fast-paced environment
• Proficiency in Microsoft Office (Excel, Outlook, Word)

Preferred

• Experience with bid tracking, government contracting, or procurement portals
• Familiarity with certification programs (WOSB, WBENC, etc.)
• Experience with CRM or ERP systems (e.g., Microsoft Dynamics 365)

What We’re Looking For

• A highly organized, process-driven individual
• Someone who takes ownership and follows through
• A team player willing to support multiple functions
• A proactive communicator who thrives in a deadline-driven environment

4GBG