Contract Coordinator

Job Description

Job Description

POSITION: Contract & Bids Coordinator
DEPARTMENT: Bids
REPORTS TO: Senior Director – National Bids & Contract- Central
FLSA CLASSIFICATION: Non-Exempt / Hourly 

COMPANY OVERVIEW 

Gold Star Foods is the leading food distributor serving K-12 schools across the United States. We are committed to delivering exceptional customer service and nourishing students nationwide. We believe it’s our teammates who truly make the difference — join us and discover what it’s like to love where you work! 

POSITION OVERVIEW 

The Contract & Bids Coordinator (Bid Support) plays a vital role in supporting the Bids Department by managing bid processing, data entry, RFP preparation, and maintaining accurate product and contract records. This position requires advanced Excel skills, exceptional attention to detail, and strong time-management abilities to meet tight deadlines. 

The ideal candidate thrives in a fast-paced environment, stays organized during peak bidding seasons, and enjoys collaborating across departments to ensure smooth and efficient bid execution. 

Schedule & Hours: Monday- Friday, 8am-5pm. 40 hours + overtime as needed during peak season.  

Location: On Site – 913 Big Horn Dr., Jefferson City, MO 

KEY RESPONSIBILITIES 

• Enter, process, and maintain bid data accurately and on time.
• Assemble documentation for bids, including samples, pricing, and historical recaps.
• Maintain and update the “Item Status Report” for both internal teams and external customers.
• Process new items, manage discontinued items, and ensure accurate data within the ERP system.
• Prepare, organize, and submit RFPs/Bids while meeting strict deadlines.
• Generate, analyze, and manage Excel reports to support contract and cost tracking.
• Coordinate with Customer Service to resolve order-related issues and substitutions.
• Build and maintain positive, solution-oriented relationships with internal teams and external partners.
• Assist with developing and streamlining bid and contract-related procedures.
• Perform general administrative tasks such as filing, scanning, and reporting as needed.

QUALIFICATIONS 

• Proficiency in Microsoft Excel (pivot tables, VLOOKUP, formulas, data management required).
• Strong organizational skills and ability to manage multiple projects under tight deadlines.
• Detail-oriented with excellent analytical and problem-solving skills.
• Effective verbal and written communication abilities.
• Flexibility to adjust schedule during peak bid seasons.
• 10-key by touch; experience in distribution, foodservice, or ERP systems (e.g., Microsoft NAV) is a plus.

WORKING CONDITIONS AND PHYSICAL DEMANDS:  

Professional office environment. Primary office environment is ambient room temperatures, lighting and traditional office equipment as found in a typical office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Individuals may need to sit or stand as needed. May require walking primarily on a level surface for periods throughout the day. Reaching above shoulder heights, below the waist, or lifting as required to file documents or store materials throughout the workday. Proper lifting techniques are required. May include lifting up to 25 pounds on occasion.  

Other Duties:  

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.  

EOE M/W/Vet/Disabled  

The above duties and responsibilities are essential job functions subject to reasonable accommodation. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities or requirements as the employee may be required to perform any other duties as assigned.