Bid & Contract Administrator – Direct Support to President

Smith Pump Company, Inc.; Waco (TX); On-site; USD 50,000 - 75,000; Full time

Job summary

Smith Pump Company, Inc. is seeking a detail-oriented Executive Assistant to own pre-sale paperwork, bids, bonds, and certificates of insurance. This role requires strict deadline discipline and the ability to translate bid solicitations into complete submittals.

It does not focus on calendar management or travel planning. You will support bid and contract administration, data reporting in the ERP system, and coordination of events and vendor literature.

Qualifications

• 3–5 years of bid administration, contract administration, surety or insurance documentation, or purchasing administration.
• Demonstrated ability to work to externally imposed deadlines.
• Ability to read, interpret, and act on bid solicitations, instructions to bidders, surety forms, insurance certificates, and contract documents.
• Ability to write clear business correspondence to agencies, sureties, and vendors.
• Proficiency in an ERP system for daily record keeping and reporting, plus Microsoft Excel and Outlook.
• Discretion and confidentiality with sensitive company information.

Responsibilities

• Bid Administration: manage calendar across Outlook and ERP to avoid missed deadlines.
• Preparing bid forms and documents so Project Manager has a complete package.
• Contract Administration: assemble and route executed contracts, retain records.
• Sales Data and Reporting: support leads in ERP, handle quote requests, produce reports.
• Events and Sales Support: coordinate trade shows, trainings, and vendor communications.

Skills

deadline-driven

bid documents

read bids

business correspondence

ERP proficiency

Excel

Outlook

confidentiality

Education

High school diploma or GED

Associate's degree

Tools

ERP system

Microsoft Excel

Outlook

Job description

Smith Pump Company, Inc. is seeking a detail-oriented Executive Assistant to own pre-sale paperwork, bids, bonds, and certificates of insurance. This role requires strict deadline discipline and the ability to translate bid solicitations into complete submittals.

It does not focus on calendar management or travel planning. You will support bid and contract administration, data reporting in the ERP system, and coordination of events and vendor literature.