Bids And Contracts Coordinator

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Bids and Contracts Coordinator

Duties: Responsible for physical preparation of request for proposal responses according to requirements and team standards; completion of standard vendor registrations and catalog bids; upkeep of team metrics in real time for quick reporting and co-development of agile strategy for centralizing, retaining, recording, and reporting contracts, sales, and cost data (with the potential to apply scalable strategy company-wide). Physical RFP Proposal Preparation. Assemble hard copy proposals (create covers, tabs, binders, forms, and insert proposal documents) under the direction of the Proposal Development Manager. Ensure aesthetic quality and attention to detail. Ordering replacement items for proposals. Revise, improve, and record team style guide for proposal structure and aesthetic appeal. Stay abreast of graphic standards for industry proposal development and keep the team on the cutting edge of industry standards for visual representation (but also stay within business unit branding guidelines and within RFP requirements). Ensure all agency physical proposal requirements have been addressed (with support of Proposal Development Manager). Ship, track, record, and retain proof of delivery. Facilitate contract renewals. Completion of General Company Vendor Registration Forms and Catalog Bids. Using a reference guide and previous forms, complete vendor registrations that request general company information for all business units. Awareness of standard company operating procedures and their deviations from bid terms and conditions. Develop and maintain standard operating procedure for catalog bid submissions. Ship, track, record, and retain proof of delivery. Facilitate contract renewals when necessary. Metrics & Document Retention, Recording, and Reporting (Projects, Contracts, Sales, Costs). Co-develop new agile strategy for centralizing, retaining, recording, and reporting team contracts that may include the following: Enter contract metrics in centralized database for all new contracts and historical contracts. Ensure comprehensive capture of contract documents in organized and scalable format (all renewals documented with original contract, assembly of all contract documents when no single contract exists, etc.). Co-develop strategy for marrying contract data with sales, cost, and budget data for team contracts. Co-develop deployment strategy for the company-wide contracts using scalable strategy (with the support and collaboration of Bids and Contracts Director, as well as Legal, and Finance departments). Daily administrative Functions (shipping prep, data entry, office supply orders, sample orders, sample prep, RFP preparation/binder assembly, copies, faxes, labels, tabs, mail, box assemblies, check requests, report maintenance, file systems, maintenance of team equipment [copiers, faxes, etc.], etc.). Auditing of Codes for State and District Listing Submissions. Audit bid/listing submissions for correct catalog codes, ISBN numbers, and configuration codes, ensuring precision and accuracy. Sample Preparation, Ordering, and Shipping. Ordering samples from Customer Service. Charging samples to the proper business unit. Organizing samples as they come in. Preparing samples with precision and attention to detail (correct labels for configurations and kits). Shipping samples via FedEx online. Charging shipping to the proper business unit.

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