Contract and Bid Opportunity Assistant

We are a janitorial company that works for various government and commercial clients. The way we get work is through bidding on projects that the government or commercial clients publish online. The position "Contract and Bid Opportunity Assistant" will work under the Contract Manager to assist her in three main areas (1) identifying bid opportunities, tracking bid opportunities, and writing proposals that respond to bid opportunities; (2) once we are chosen for the project, assist the contract manager in the development, implementation, and management of the contract; (3) perform ongoing tracking/reporting and perform administrative duties.


Further details include:
- Research opportunities within various city, state, and federal databases
- Keep track of past opportunities to know when the opportunity will come up for renewal
- Identify requirements needed in the project that we must have in order to submit a proposal
- Prepare, process, manage and submit all procurement documents for existing government grants/contracts, and those pending renewal or amendment, including subcontracts
- Distribute contract documents to appropriate agency staff to ensure timely delivery of critical contract/program information
- Maintain and update all internal tracking charts on an ongoing basis
- Collect, track, and maintain data and backup information from programs needed for fiscal invoicing and program reports
- Assist in the development and submission of reports and documents for bid responses/ proposals
- Collaborate with program and support staff to ensure timely submission of documents and reports
- Assist Contract Managers in various licensing and certification processes
- Draft and prepare letter correspondence
- Schedule and prepare documents, and collect data from teaUpgrade to see actual infombers who physically perform site visits, audits, and meetings as requested
- Attend and scribe meeting notes as needed
- Manage government contracts reporting schedule; set report reminders; send regular reminders to program, fiscal, and evaluation staff and follow up as needed to meet deadlines
- Ability to understand business strategy and corporate opportunities

Qualifications
• BA degree preferred
• One-year related experience and familiarity with contracts, legal, bid writing, and/or government opportunities required
• Proficient in Microsoft Office Suite required
• Must be self-motivated, detail and deadline oriented with superb follow-up and prioritization skills
• Must demonstrate the ability to perform in a busy work environment during high-volume periods
• Must demonstrate professional writing skills and reading skills in English
• Proven ability to communicate with staff at all levels
• Must be able to work independently and in a team