Bid & Contract Administrator — Deadline-Driven Expert

SMITH PUMP; Waco (TX); On-site; USD 50,000 - 80,000; Full time

Job summary

Smith Pump Company in Texas seeks an Executive Assistant to own the bid and contract paperwork in the pre‑sales process. This role manages bid calendars, bond procurement, insurance certificates, and contract execution records, ensuring timely submittals and complete packages for the Project Manager.

Unlike typical executive assistants, this position focuses on documents and deadlines with exposure to sales and project management, requiring meticulous reading of solicitations and precise

Qualifications

• High school diploma or GED with 3–5 years in bid/contract administration or related fields.
• Ability to read, interpret, and act on bid solicitations and insurance documents.
• Proficient in ERP systems, Excel, and Outlook for daily records and reporting.

Responsibilities

• Own bid administration: calendar, requirements, forms, bonds, and insurance certificates.
• Manage contract administration: execute and record contracts; track obligations.
• Support Sales data: maintain leads in ERP; process quote requests and distribute reports.
• Coordinate events and trade shows; manage literature and assets.

Skills

Deadline-driven

Reading bid solicitations

Writing business correspondence

Discretion and confidentiality

Clear communication

Education

High school diploma or GED

Associate's degree or higher

Tools

ERP system

Microsoft Excel

Microsoft Outlook

Job description

Smith Pump Company in Texas seeks an Executive Assistant to own the bid and contract paperwork in the pre‑sales process. This role manages bid calendars, bond procurement, insurance certificates, and contract execution records, ensuring timely submittals and complete packages for the Project Manager.

Unlike typical executive assistants, this position focuses on documents and deadlines with exposure to sales and project management, requiring meticulous reading of solicitations and precise