Bid Sales Assistant

Superior Equipment & Supply Co; Milwaukee (WI); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical and dental insurance

Paid holidays

Paid vacation

Bonus plan

Job summary

A leading equipment supplier in Milwaukee is seeking a Contracts & Proposal Specialist to manage contract bids and proposals. This role requires meticulous attention to detail, strong organizational skills, and proficiency in Microsoft Office, particularly Word and Excel. The ideal candidate will ensure compliance with bid requirements and deadlines. A competitive salary and benefits package, including medical insurance and paid vacation, is offered. This position presents exceptional growth opportunities.

Qualifications

• Minimum of 3 years of administrative support or coordination experience in a contracts or bidding environment.
• Meticulous organizational skills with experience in managing multiple deadlines.
• Proven ability to read complex technical and contractual requirements.
• Ability to read and understand complex technical/contractual requirements for complete bids.
• Advanced proficiency in Microsoft Word and Excel required.

Responsibilities

• Prepare and submit government bids and private contractor proposals.
• Ensure compliance with formatting and submission standards.
• Maintain documentation for submitted bids and handle follow-ups.
• Maintain a detailed bid submission database and library of documents.
• Handle inquiries and clarifications related to submitted proposals.

Skills

Attention to Detail

Document Analysis

Project Coordination

Technical Proficiency in Microsoft Word

Proficiency in Microsoft Excel

Education

Associate’s or Bachelor’s degree in Business or Administration

Tools

Microsoft Word

Microsoft Excel

GSA eBuy

Fed-Bid

Job description

Compensation: Competitive Base Salary (with merit-based bonus plan and benefits)

About Superior Equipment & Supply Co.

At Superior Equipment, we are innovators in the commercial equipment, foodservice, and construction industries. We specialize in providing essential commercial kitchen and dining facilities equipment and specialized construction services. Our expertise is focused exclusively on the design build of these critical facilities.

We are a key construction trade partner.

We collaborate directly with General Contractors (GCs), military/government facilities, and private commercial customers. Our scope of work involves procuring and installing commercial kitchen and supermarket equipment, executing commercial kitchen remodels, and completing the specialized buildout of kitchen and dining areas for new facility projects.

Position Summary

The Contracts & Proposal Specialist is a critical, hands‑on administrative role responsible for the accurate preparation, compilation, and submission of all contract bids and proposals. The Specialist works directly with the Proposal Analyst (who identifies bids) and the Contracts Director (who determines the bid/no‑bid strategy) to ensure the final bid is compliant, complete, and submitted on time. This role focuses entirely on the assembly and administrative coordination required for both government bids and General Contractor proposals for specialized kitchen/dining projects.

Key Responsibilities

A. Proposal Assembly and Submission

• Bid Package Preparation: Serve as the primary person for compiling all elements of the proposal package, including written responses, pricing sheets, and required attachments, for both government bids (RFQs/RFPs) and private General Contractor projects.
• Document Formatting and Proofing: Ensure all sections of the proposal adhere to strict formatting standards, including page limits, required fonts, and specified document layouts. Conduct final quality checks for completeness and compliance prior to submission.
• Submittal Management: Manage the digital and physical submission process, utilizing required government portals (e.g., GSA eBuy, Fed‑Bid) or private client submission methods, ensuring all deadlines are met.
• Internal Coordination: Work proactively with departmental leads (Finance, Purchasing, Project Management) to track and secure all necessary supporting documents, such as insurance certificates, subcontractor forms, bonding information, and technical specifications.

B. Compliance and Documentation

• Requirement Checklist Management: Utilize direction from the Contracts Director to establish and maintain a checklist of all mandatory administrative requirements and document provisions for each solicitation.
• Documentation Collection: Maintain an organized internal library of frequently used bid documents, ensuring current versions of company profiles, certifications, and past performance records are ready for inclusion in proposals.
• Pricing Integration: Accurately integrate final pricing data into the required proposal format (e.g., spreadsheet appendices or formatted price tables).

C. Administrative Support

• Record Keeping: Maintain a detailed database of all submitted bids and proposals, noting final submission dates, required attachments, and associated contact information.
• Administrative Follow‑Up: Handle administrative inquiries and requests for clarification regarding submitted proposals.

Required Qualifications and Experience

• Education: Associate’s or Bachelor’s degree in Business, Administration, or a related field. Relevant experience may substitute for a degree.
• Experience: Minimum of 3 years of hands‑on administrative support or coordination experience, ideally within a contracts, bidding, or construction subcontractor environment.
• Attention to Detail: Meticulous organizational skills with demonstrated experience managing multiple, concurrent deadlines and ensuring absolute document accuracy.
• Document Analysis: Proven ability to read and understand complex technical and contractual requirements to ensure the final bid package is complete.
• Technical Proficiency: Expert proficiency in Microsoft Word and Advanced proficiency in Microsoft Excel is required.

Superior offers a competitive, merit‑based salary and bonus compensation plan with exceptional growth opportunities.

Salary Range

Competitive compensation package - Base + Bonus

Benefits

Full benefits package including medical and dental insurance, paid holidays, personal days, and paid vacation.