Bid & Contract Administrator — Deadline-Driven Expert

Smith Pump Company; Waco, Northern (TX, KY); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Smith Pump Company in Texas seeks an Executive Assistant who owns the pre-sale paperwork, including bid calendars, bonds, certificates, and executed contracts. This role requires strict deadline discipline and the ability to interpret bid instructions to assemble complete submittals.

The position supports project management with document tracking, contract routing, and sales data reporting, while coordinating trade shows and training events. Strong ERP, Excel, and Outlook skills are essential.

Qualifications

• High school diploma or GED with 3–5 years in bid/contract administration.
• Ability to meet externally imposed deadlines.
• Ability to read and act on bid solicitations and contract documents.
• Proficiency in ERP systems, Excel, and Outlook.
• Discretion and confidentiality with sensitive information.

Responsibilities

• Bid Administration: manage bid calendar, obtain bid requirements, prepare complete submittals.
• Contract Administration: assemble and route executed contracts, maintain records.
• Sales Data and Reporting: support CRM/ERP data, run recurring reports.
• Events and Sales Support: coordinate trade shows, CEU/PDH certificates, and material logistics.

Skills

Deadline-driven

Communication

Discretion

Reading bid documents

Education

High school diploma or GED

Associate's degree or higher (preferred)

Tools

ERP system

Excel

Outlook

Job description

Smith Pump Company in Texas seeks an Executive Assistant who owns the pre-sale paperwork, including bid calendars, bonds, certificates, and executed contracts. This role requires strict deadline discipline and the ability to interpret bid instructions to assemble complete submittals.

The position supports project management with document tracking, contract routing, and sales data reporting, while coordinating trade shows and training events. Strong ERP, Excel, and Outlook skills are essential.