Bid & Quote Administrator

Job Description

John Anderson Construction is seeking an onsite Warren PA, Technical, Detail-Oriented, and Computer-Savvy Bid & Quote Administrator to join our dynamic team. This position will play a crucial role in supporting our business development, estimating, and operations teams by managing the preparation and submission of bids, entering quotes into various procurement platforms, and maintaining precise records. The successful candidate will be responsible for handling multiple tasks across different software systems, ensuring accuracy, compliance, and timely delivery of all submissions. This role requires an individual who is dependable, able to handle high-pressure deadlines, and can manage data and documents with meticulous attention to detail.

Key Responsibilities:

Bid Preparation & Management:

• Work within Procore and other systems to Bid & Prepare proposals.
• Gather and organize data for bid submissions, ensuring compliance with client specifications.
• Manage the entire bid process, from document preparation to final submission, ensuring all materials are accurate and submitted on time.
• Provide technical support to ensure all pricing, terms, and conditions align with client requirements.

Quote Entry & System Management:

• Enter and track quotes in various procurement platforms (Ariba, PM Web, Coupa), ensuring data accuracy.
• Maintain up-to-date records of all quotes and bid submissions, tracking their status and addressing any additional requirements.
• Ensure compliance with client requirements, identifying and correcting discrepancies.

Document Control & Management:

• Organize and maintain all bid-related documentation, ensuring proper version control and easy retrieval.
• Maintain digital and hard copies of documents, adhering to company protocols.

Collaboration & Communication:

• Coordinate with internal teams to gather necessary information for bids and quotes.
• Assist with client communications related to bid clarifications and revisions.
• Provide stakeholders with updates on deadlines and changes in requirements.

System & Process Improvement:

• Stay updated on procurement platform functionalities and suggest process improvements.
• Continuously assess data entry processes to enhance accuracy and efficiency.

Reporting & Analysis:

• Generate reports on bid status and performance metrics to assist management in monitoring ongoing projects.
• Analyze trends in bid submissions and client responses to improve future efforts.

Qualifications:

• Bachelor’s degree or relevant experience in business administration, project management, or a related field.
• Experience in bid preparation and quote entry, preferably in the construction, engineering, or industrial sectors.
• Strong proficiency with procurement platforms like Ariba, PM Web, Coupa, and construction management software.
• Exceptional attention to detail and strong organizational skills.
• Dependable with the ability to manage multiple deadlines in a fast-paced environment.
• Proficient in Microsoft Office Suite and cloud-based document management tools.
• Strong communication skills with the ability to work collaboratively.

Preferred Qualifications:

• Experience in the construction or industrial sectors.
• Familiarity with procurement and contract regulations.
• Knowledge of online bidding platforms and contract management tools.

Work Schedule:

• Full-time role with an average of 45 hours per week, with flexibility based on deadlines.
• This is an onsite position working at our Warren PA location.

In this role, the Bid & Quote Administrator will be integral to ensuring the accuracy and timely delivery of bids and quotes, helping JAC continue its growth in the construction and infrastructure sectors. The role offers an opportunity to work with cutting-edge procurement platforms and contribute directly to the company’s success. If you are detail-oriented, technically proficient, and thrive in a fast-paced, high-demand environment, we invite you to apply and join our team at John Anderson Construction.