Job Description

Bid Specialist / Assistant
Position Overview
The Bid Specialist & Administrative Support role is responsible for identifying, organizing, and coordinating the submission of janitorial service contract opportunities across multiple states.
This position combines proactive business development research with meticulous administrative coordination to ensure timely and complete bid submissions.
The ideal candidate is detail-oriented, self-motivated, and capable of managing multiple deadlines independently.
Core Responsibilities
1. Bid Research & Opportunity Identification
Research and identify janitorial contract opportunities through state databases, public sources, and paid data platforms.
Maintain a balanced pipeline of 50% private sector and 50% public sector opportunities.
Monitor opportunities across target states: NY, NJ, CT, DE, MD, PA, MA.
Present qualified opportunities to leadership with all relevant details and requirements.
Track and maintain a database of upcoming bid opportunities and deadlines.
2. Bid Documentation & Preparation
Prepare complete bid packages with all required components and signatures.
Coordinate with leadership to secure pricing and notarization in a timely manner.
Ensure all submission requirements are identified and met (forms, certifications, insurance documents, etc.).
Plan and execute bid submissions according to each opportunity's specific requirements (online portals, mail delivery, in-person drop-off, etc.).
Manage delivery timelines and methods to ensure bids are received by required deadlines.
3. Pre-Bid Meeting Coordination
Identify and calendar all required pre-bid meetings (virtual and in-person).
Coordinate attendance and ensure leadership is prepared with necessary information.
Document key details and requirements from pre-bid meetings.
Follow up on any questions or clarifications after meetings.
4. State Registrations & Certifications
Monitor and maintain current registrations across all target states.
Research and pursue relevant state certifications that qualify the company for additional work opportunities.
Track renewal dates and ensure compliance documentation is current.
Identify new certification opportunities that expand business eligibility.
5. Administrative Support
Assist with various administrative tasks as required by the dynamic nature of the business.
Maintain organized filing systems for bid documents and correspondence.
Support other business operations as needed.

Skills Required