Bid & Contract Coordinator at Gold Star Foods

TITLE: Bid & Contract Coordinator
DEPARTMENT:105 - Bids
REPORTS TO: Senior Director – National Bids
FLSA CLASSIFICATION: Non-Exempt/Hourly  

Gold Star Foods is the leading food distributor to K-12 schools in the United States. We are a company devoted to providing our customers with incredible customer service. We know that it is our teammates who make the difference! Join our team and find out what it is like to work somewhere where you enjoy getting up for work every day!  

POSITION OVERVIEW: 

To provide administrative and contract support to the Bids Department by managing incoming requests, preparing and submitting proposal documents, and ensuring contract compliance. This role is responsible for reviewing and organizing contracts, monitoring customer communications, assisting with bid documentation, and coordinating the final submission of proposals across multiple platforms 

KEY RESPONSIBILITIES: 

• Contract Administration: Review and interpret new contracts, prepare them for final signature, and ensure all required inserts and attachments are included.
• Customer Communication/ Price Changes: Monitor the bids inbox daily, respond to customer inquiries in a timely and professional manner, and route requests as needed. Sending letters to customers to inform them of item pricing changes.
• Bid Preparation: Assist Revenue Mgmt. with organizing and formatting bid item lines in Excel to ensure accuracy and compliance prior to submission.
• Proposal Submission: Coordinate and submit final proposal responses via online portals, mail, or email, ensuring that documents are complete, accurate, and delivered on time.

• Customer Price Changes: Communicating changes in manufacturer pricing to customers via email in a timely manner

QUALIFICATIONS & SKILLS 

• Strong attention to detail with the ability to review and interpret contract documents.
• Excellent written and verbal communication skills for timely and professional customer interaction.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Strong organizational skills with the ability to manage multiple deadlines.
• Ability to work collaboratively across departments and follow established bid procedures.

OTHER DUTIES:  

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.  

WORKING CONDITIONS AND PHYSICAL DEMANDS:  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Individuals may need to sit or stand as needed. May require walking primarily on a level surface for periods throughout the day. Reaching above shoulder heights, below the waist, or lifting as required to file documents or store materials throughout the workday. Proper lifting techniques are required. May include lifting to 25 pounds on occasion.  

EOE M/W/VET/DISABLED:  

The above duties and responsibilities are essential job functions subject to reasonable accommodation. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities or requirements as the employee may be required to perform any other duties as assigned. In the event of an absence where the teammate cannot perform these duties, the Manager will determine who shall perform these duties.  

AFFIRMATIVE ACTION STATEMENT:  

Applicants must be currently authorized to work in the United States. We are proud to be an Equal Opportunity and Affirmative Action employer, and consider qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other protected factor under federal, state, or local law.