FIT Staffing Hiring for Office Administrator / Bid Coordinator Full Time

Our client is seeking a Bid Coordinator to join their team in Amherst, MA. This position is Hybrid, working 3 days on site and 2 days remote. To be clear, this role is a permanent position.

They are New England’s collaborative sourcing leader service. They service nearly 2000 higher education, K-12 public and private schools and municipalities by bringing best in the industry, multi-vendor contracts that bring excellent product and service depth that enables their members to leverage cost and best terms as they source for their institutions.

They believe in exceptional customer service and open opportunity. They are proud to support local and regional small business owners as well as women and minority owned companies.

In your role as Bid Coordinator, you will be responsible for supporting the bid preparation and evaluation process. As a valued contributor to the overall bid coordination process, you will strive for a seamless experience for their member community that is both error free and timely in its completion.

Success in this role includes:

• A passion for managing day to day tasks that result in successful outcomes for their end users
• Exceptional customer service mindset with a desire to exceed their member’s procurement requirements
• Builder of internal and external relationships that result in long camaraderie and supplier retention
• Team oriented with a focused, positive attitude on achieving department objectives, resulting in overall success in reaching organizational goals
• Thorough following of and follow through of the bid coordination process in accordance with regulatory requirements as well as their operating procedures
• Commitment to procurement best practices, legal compliance and thorough record keeping
• Transparent, open communication with their team and all their partners

Your daily responsibilities will include:

• Completion of bidder registration process in supplier sourcing
• Timely and accurately following of the bid specification process and launch
• Coordination of communication, public advertising and webinars related to bid launch
• Organization and data collection on bidder related data in data base, including bidder reference review
• Attend and document relevant data and outcomes of negotiation meetings
• Follow through on bid awards, assist contract managers with administration of portfolios including managing deadlines, data evaluation and bid analysis
• Support member and supplier questions, communications, database and document storage
• Support ing requirements to ensure continuity of service
• Actively participates in member outreach and supplier training events

Education/Qualifications

• Bachelor of Science (BS) or Bachelor of Arts (BA) degree is required.
• One to three years of higher education, buyer or procurement experience is desirable. Familiar with M.G.L. Ch30B desired. Previous experience may be considered in lieu of a BS or BA degree.
• MCPPO certification preferred
• Excellent attention to detail with the ability to prioritize multiple responsibilities and priorities
• Analytical mindset with the ability to manage and interpret data
• Proficient in Microsoft Office Suite (strong Excel. Access and Word required)

Demonstrated ability to:

• Work in a highly collaborative team environment that thrives on productivity
• Build and maintain collaborative relationships both internally and externally
• Work without close supervision and execute strategic plans to meet member/supplier needs
• Communicate concisely and persuasively internally and externally, verbally and in writing
• Effectively listen and seek clarification to ensure understanding
• Quickly respond to member needs, resolving problems as they arise and reaching out timely for support

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