Contract Coordinator

Gold Star Foods; Jefferson City (MO); On-site; USD 25,000 - 39,000; Full time

Job summary

Gold Star Foods in Jefferson City, MO is seeking a Contract & Bids Coordinator to support the Bids Department with bid processing, data entry, RFP preparation, and contract record maintenance. The role requires advanced Excel skills, meticulous attention to detail, and the ability to manage multiple bids in a fast-paced environment.

Core responsibilities include assembling bid documentation, maintaining item status reports, processing new and discontinued items in the ERP, and coordinating with

Qualifications

• Proficiency in Microsoft Excel with pivot tables, VLOOKUP, formulas.
• Strong organizational and multitasking skills.
• Detail-oriented with analytical and problem-solving abilities.
• Excellent verbal and written communication.
• Flexibility to adjust schedule during peak bid seasons.
• 10-key by touch; experience in distribution, foodservice, or ERP systems (e.g., NAV) is a plus.

Responsibilities

• Enter, process, and maintain bid data accurately and on time.
• Assemble bid documentation, including samples, pricing, and history.
• Maintain Item Status Report for internal and external customers.
• Process new items, manage discontinued items in the ERP.
• Prepare, organize, and submit RFPs/Bids by deadlines.
• Generate and manage Excel reports for contracts and cost tracking.
• Coordinate with Customer Service to resolve order issues.
• Build and maintain relationships with internal teams and external partners.
• Assist with developing and streamlining bid and contract procedures.
• Perform general administrative tasks such as filing, scanning, and reporting.

Skills

Excel

Pivot tables

VLOOKUP

Data management

Organizational skills

Attention to detail

Communication

Time management

10-key by touch

ERP experience

Tools

NAV ERP

Job description

POSITION: Contract & Bids Coordinator

DEPARTMENT: Bids REPORTS TO: Senior Director – National Bids & Contract- Central

FLSA CLASSIFICATION: Non-Exempt / Hourly

Company Overview

Gold Star Foods is the leading food distributor serving K-12 schools across the United States. We are committed to delivering exceptional customer service and nourishing students nationwide. We believe it’s our teammates who truly make the difference — join us and discover what it’s like to love where you work!

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 & Hours: Monday- Friday, 8am-5pm. 40 hours + overtime as needed during peak season.

Location: 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.

QUALIFICATIONS

Required

• 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; experience in distribution, foodservice, or ERP systems (e.g., Microsoft NAV) is a plus.

WORKING CONDITIONS AND PHYSICAL DEMANDS

Professional office environment. Primary office environment is ambient room temperatures, lighting and traditional office equipment as found in a typical office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Individuals may need to sit or stand as needed. May require walking primarily on a level surface for periods throughout the day. Reaching above shoulder heights, below the waist, or lifting as required to file documents or store materials throughout the workday. Proper lifting techniques are required. May include lifting up to 25 pounds on occasion.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

EOE M/W/Vet/Disabled

The above duties and responsibilities are essential job functions subject to reasonable accommodation. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities or requirements as the employee may be required to perform any other duties as assigned.

Affirmative Action Statement

Applicants must be currently authorized to work in the United States. We are proud to be an Equal Opportunity and Affinity Action employer, and consider qualified Applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other protected factor under federal, state or local law.

#IND123

Monday-Friday 8-5p + Overtime as needed in Peak season

PI287264506