Sales Administrator - Bid and Contract Assistant

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