Bid Coordinator Associate
– This position reports directly to the Manager, National Accounts and indirectly to the bid specialists.
Responsible for day-to-day administrative/clerical duties associated with but not limited to Bid/Contract Management.
Duties and Responsibilities
Opens, date stamps, sorts, and distributes bid requests.
Organizes bids by due date.
Notifies appropriate parties of bid awards.
Establish and maintain permanent bid files.
Maintain and update bid log.
Run usage reports for bill back negotiations.
Answers telephone and provides information/assistance or routes caller to appropriate staff member.
Takes phone or fax messages and delivers to appropriate individual or file.
Makes follow-up phone calls to brokers/suppliers as requested.
Composes and types routine correspondence, RFP response Documents,
Compiles and types statistical reports including tables and text using spreadsheet (Excel)
Assists Bid/Contract Dept. with monitoring office supplies.
Makes copies, collates, and staples materials as requested.
Establishes and maintains permanent files; files and retrieves files as requested.
Prepare and process bid requests and bid awards.
Run weekly, monthly, and quarterly reporting and send to appropriate individuals.
Maintains nutritional book updated as we get new data.
Work with vendors/brokers to get new items added to existing bill backs or allowances.
Provide information when needed to end-users.
Offers clerical support to the School Commodity Specialist as needed.
Performs other related duties as required by Bid/Contract Management staff.
Assist with maintaining and tracking USDA Commodity Inventory and customer/state reporting.
Knowledge, Skills, Abilities and Equipment
Knowledge of office procedures and methods including telephone communications, office systems, and record keeping.
Knowledge of business communication, including style and format of letters, spreadsheets, etc.
Skill to use a personal computer and various software packages.
Proficient computer skills using Microsoft office software.
Advanced knowledge of Excel is helpful.
Ability to establish priorities, work independently, and proceed with objectives with limited supervision.
Ability to handle and resolve recurring problems.
Experience in the operation of a PC.
Ability to accurately operate a 10-key calculator.
Professional appearance: grooming and dress consistent with desired corporate image.
Prompt and regular attendance at work.
Education and Experience
Two years related experience or
Equivalent combination of education and experience.
Special Requirements (established by manager) Willing to work overtime, and weekends as requested by Bid/Contract Manager.
- Repeated hand and wrist movement in data entry.
- Must be able to sit and/or stand during 8 hour shift
- Must have ability to withstand long periods of time working at personal computer.
- Lifting up to 10 lbs while handling office supply orders.
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