Bid Coordinator (Junior Administrative Officer)

About This Role

The Bid Coordinator (Junior Administrative Officer) provides essential administrative support to the Purchasing Department by managing procurement processes, vendor relations, and departmental communications. This role ensures efficient processing of bids and requests for quotes, maintains departmental records, and acts as a primary contact for vendors and the public.

Responsibilities

• Draft Invitation to Bids (ITB) and Request for Quotes (RFQ) for commodity buyers
• Post approved drafts to municipal E-Bid website and Bidexpress site
• Set up pre-bid and bid opening meetings
• Attend bid openings to record bids to abstracts
• Email award letters and unsuccessful notices to vendors
• File and maintain projects folders and prepare files for end-of-year closeout
• Manage Vendor's Certificate of Insurance
• Greet the public and answer a multi-line phone
• Assist Vendors with registration in the Muni Vendor Portal (MVP)
• Manage the general Purchasing Department email, sort and distribute office mail
• Act as the department Social Media Coordinator
• Post all municipal surplus items to the Muniverse website
• Assist with public records requests by researching in SAP for required documentation

Requirements

• Legally authorized to work and accept employment in the United States

Qualifications

• Bachelor’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline OR Associate’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline OR High school diploma, GED or equivalent
• Experience in the field related to the position (required if not a Bachelor's degree: 2 years with Associate's degree, 4 years with high school diploma/GED)

Skills

* Required skills