Contract Coordinator

Position Overview

The Contract & Bids Coordinator (Bid Support) plays a vital role in supporting the Bids Department by managing bid processing, data entry, RFP preparation, and maintaining accurate product and contract records. This position requires advanced Excel skills, exceptional attention to detail, and strong time-management abilities to meet tight deadlines. The ideal candidate thrives in a fast-paced environment, stays organized during peak bidding seasons, and enjoys collaborating across departments to ensure smooth and efficient bid execution.

Schedule & Location

• Monday–Friday, 8am–5pm, 40 hours + overtime as needed during peak season
• On Site – 913 Big Horn Dr., Jefferson City, MO

Key Responsibilities

• Enter, process, and maintain bid data accurately and on time
• Assemble documentation for bids, including samples, pricing, and historical recaps
• Maintain and update the “Item Status Report” for both internal teams and external customers
• Process new items, manage discontinued items, and ensure accurate data within the ERP system
• Prepare, organize, and submit RFPs/Bids while meeting strict deadlines
• Generate, analyze, and manage Excel reports to support contract and cost tracking
• Coordinate with Customer Service to resolve order-related issues and substitutions
• Build and maintain positive, solution-oriented relationships with internal teams and external partners
• Assist with developing and streamlining bid and contract-related procedures
• Perform general administrative tasks such as filing, scanning, and reporting as needed

Required Qualifications

• Proficiency in Microsoft Excel (pivot tables, VLOOKUP, formulas, data management required)
• Strong organizational skills and ability to manage multiple projects under tight deadlines
• Detail-oriented with excellent analytical and problem-solving skills
• Effective verbal and written communication abilities
• Flexibility to adjust schedule during peak bid seasons
• 10-key by touch

Preferred Qualifications

• Experience in distribution, foodservice, or ERP systems (e.g., Microsoft NAV)

Working Conditions & Physical Demands

• Professional office environment with ambient room temperatures, lighting, and traditional office equipment
• May need to sit or stand as needed; walking primarily on level surfaces for periods throughout the day
• Reaching above shoulder heights, below the waist, or lifting to file documents or store materials throughout the workday
• May include lifting up to 25 pounds on occasion