Senior Contracts Coordinator

About the role

We Deliver the Goods: Competitive pay and benefits, including Day 1 Health & Wellness Benefits, Employee Stock Purchase Plan, 401K Employer Matching, Education Assistance, Paid Time Off, and much more. Growth opportunities performing essential work to support America’s food distribution system. Safe and inclusive working environment, including culture of rewards, recognition, and respect. Under general supervision, the Senior Contracts & Bid Coordinator manages the coordination, preparation, and submission of bid opportunities while supporting contract creation and administration. This role serves as a key liaison between internal stakeholders (Sales, KAMs, Legal, Insurance, Procurement, and leadership) and external agencies to ensure all bids and contracts are accurate, compliant, and submitted on time. The position requires strong organizational skills, attention to detail, and the ability to manage multiple deadlines across various systems and state portals in a fast-paced, deadline-driven environment.

Responsibilities

• Review and distribute bid opportunities from subscription services and state portals to appropriate stakeholders (e.g., KAMs) for evaluation.
• Manage end-to-end bid coordination, including setup of SharePoint files, bid tools, and required documentation.
• Track and maintain all bid timelines (deadlines, Q&A, addendums, extensions) and ensure timely submissions.
• Serve as a primary point of contact for internal teams and external agencies regarding bid communications and requirements.
• Collaborate with Legal, Insurance, Procurement, Sales, and leadership to gather and validate all required bid and contract materials.
• Prepare, review, and submit compliant bid responses through various electronic portals.
• Maintain and audit bid trackers, calendars, and SharePoint documentation to ensure accuracy and organization.
• Process bid renewals, extensions, and new bid workflows, including follow-ups with stakeholders on pending decisions.
• Create, maintain, and administer contracts for awarded bids, ensuring all terms and requirements are fulfilled.
• Analyze bid results, pricing, and competitor data to support profitability assessments and identify discrepancies.
• Support reporting and administrative functions, including bid logs, stock status reporting, and process documentation updates.
• Assist cross-functional teams with contract-related inquiries, billing discrepancies, and data management (e.g., catalogs/databases).
• Performs other duties as assigned. Complies with all policies and standards.

Qualifications

Education: High School Diploma/GED or Equivalent

Experience: 1 - 3 Years - Experience in contracts administration, procurement, bid coordination, or a related field.

• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• High attention to detail with a focus on accuracy and compliance.
• Effective written and verbal communication skills; ability to collaborate with cross-functional teams.
• Working knowledge of contract terminology and basic legal concepts.
• Analytical skills to interpret bid results, pricing data, and trends.
• Proficiency with Microsoft Office (especially Excel) and document management tools such as SharePoint.
• Familiarity with bid platforms and electronic submission portals preferred.
• Problem-solving skills with the ability to identify and resolve issues efficiently.

Benefits

• Day 1 Health & Wellness Benefits
• Employee Stock Purchase Plan
• 401K Employer Matching