Bid/Contract Administrator

Description

The position is responsible for all activities needed to prepare new bid packages, maintain bid reports and contracts, create and maintain job files, and perform a variety of administrative duties assigned by project management.

The role assists with construction bid paperwork, assembles contract bonds and insurance for awarded projects, and supports project managers by preparing submittal copies, typing letters, and shipping documents to engineers and vendors. It also coordinates preparation of bids, including business licenses, bid bonds, quotes, and setting up job files. Weekly bidding reports and tabulations are provided, and documents are notarized as required.

• Prepare and assemble bid packages, including business licenses, bid bonds, and quotations.
• Maintain organized digital and hardcopy job files for each project.
• Assemble contract bonds and insurance documents for awarded projects.
• Generate weekly bidding reports and compile bid tabulations.
• Notarize documents when required.
• Assist project managers with submittal copies, correspondence, and shipping to engineers and vendors.
• Provide backup support to the office manager and other management staff as needed.
• Analyze information with strong attention to detail and accuracy.
• Communicate professionally with internal and external personnel while safeguarding confidential information.
• Utilize Microsoft Office, especially Excel, for data entry and reporting.

Requirements

The successful candidate must analyze information with attention to detail and accuracy, communicate professionally with internal and external personnel, and protect confidential information. A solid understanding of generally accepted accounting principles, ability to prioritize concurrent assignments, and proficiency in Microsoft Office—particularly Excel—are required. Independence and collaboration with other departments are also essential.

A high school diploma or GED is required, with an associate degree in business, accounting, or a related field preferred. The candidate must have at least three years of administrative, accounting, or office experience, be able to obtain a Mississippi notary commission, and ideally have experience with Vista by Viewpoint.

The work environment is an indoor office setting with limited exposure to outside conditions. The role may require lifting, pushing, pulling or carrying objects up to 20 pounds, prolonged sitting, and good manual dexterity, while the noise level remains generally quiet.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance