Position Summary
The Bid Coordinator Assistant is responsible for coordinating the submission of bids, maintaining compliance with licensing and reporting requirements, managing contracts, and providing high-level administrative support to executives. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a deadline-driven environment.
Duties, Responsibilities, and Accountabilities
Essential Functions:
Bid & Contract Management
· Prepare and submit bids for multiple Townsend Companies through UPS, email, and bidding websites.
· Maintain and update company profiles on bidding websites.
· Manage contract execution and retention (both physical and electronic).
· Coordinate rate renewals, including calculating annual increases on existing rates.
· Order required bonding and insurance certificates for bids and licensing.
· Oversee prequalification processes for new and existing utility customers.
· Schedule and attend bid reviews.
· Maintain an active bidding list for management visibility.
Licensing & Compliance
· Renew state contractor licenses, city/county business licenses, and annual reports.
· Ensure compliance with all licensing requirements for company operations.
· Notarize company documents as needed.
Administrative & Executive Support
· Prepare correspondence with utility customers.
· Schedule monthly financial reviews.
· Maintain petty cash and process related transactions.
· Keep CRM and Salesforce systems updated.
· Arrange executive travel (flights, rental cars, hotels).
· Coordinate meetings, send calendar invites, and organize company events (e.g., annual Christmas party).
· Order and manage office supplies, including monthly coffee orders and executive fridge stocking.
· Manage Friday lunch orders (last Friday of the month).
Qualifications (Knowledge, Skills, and Abilities)
· Education
o High School Diploma or equivalent
· Experience
o Minimum 2 year’s experience in administrative roles, particularly compliance, contract management or related fields.
· Skills
o Familiarity with office procedures, file management systems, and standard office equipment.
o Exceptional understanding of computer systems, specifically Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
o Strong organizational and time management skills with the ability to meet deadlines.
o Experience with CRM and Salesforce systems preferred
o Knowledge of bid processes, contracts, licensing, and compliance requirements a plus
o Ability to work independently while supporting multiple executives and business units.
o Excellent communication and people skills
o Strong analytical and problem-solving abilities.
o Notary Public commission (or willingness to obtain).
o Meet all physical requirements of the position.
o Pass all drug and alcohol screens as required by Company policy and, if applicable, required by DOT regulations.
o 18 years of age or older, or 21 if CDL is required.
o Legally authorized to work in the United States.
Preferred
· Proficient in reading and understanding in the Spanish language
· Project management experience
Please note this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. The Company reserves the right to revise or change the job duties as needed. Management reserves the right to change the description, duties, or work schedules to accommodate individuals with disabilities.
Additionally, the position may be subject to pre-employment screening, including drug screening and background check.
The Townsend Company, LC and its family of companies are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment regardless of race, color, religion, sex, sexual orientation, gender identity, genetic information, national origin, protected veteran status, disability status, or any other characteristics protected by law