Contracts Administrator / RFP Coordinator

Recruit CRM; Red Bluff (CA); On-site; USD 39,000 - 41,000; Full time

Job summary

Recruit CRM is seeking a detail‑oriented Contracts Administrator / RFP Coordinator in California. The role focuses on managing contract documentation, coordinating RFPs, and ensuring submissions and contractual requirements are accurate, organized, and on schedule.

The ideal candidate has hands‑on experience preparing bid packages, reviewing requirements, and tracking contracts through their lifecycle, with strong writing and communication skills.

Qualifications

• Strong writing, proofreading, and document organization skills.
• Ability to manage multiple deadlines and attention to detail.
• Experience with procurement processes and contract documentation.

Responsibilities

• Review RFPs, RFQs, and bid solicitations to identify submission requirements and deadlines.
• Coordinate proposal and bid preparation with internal teams and external partners.
• Assemble, proofread, and submit complete proposal packages according to instructions.
• Track bid opportunities, deadlines, addenda, and follow-up requirements.
• Prepare and maintain contract files, agreements, amendments, renewals, and supporting docs.
• Review contracts for completeness and flag terms needing review.
• Track obligations, key dates, deliverables, and compliance docs.
• Coordinate insurance certificates, licenses, certifications, and records.
• Communicate with clients, vendors, contractors, and procurement regarding requirements.
• Maintain organized records of proposals, executed agreements, correspondence, and changes.

Skills

Attention to detail

Writing & proofreading

Communication

Multitasking

Tools

Microsoft Word

Microsoft Excel

Outlook

PDF editing tools

Job description

Contracts Administrator / RFP Coordinator

JOB ID - 664

Contracts Administrator / RFP Coordinator

Pay: $28-$30 per hour

About the Opportunity

We are seeking a detail-oriented Contracts Administrator with experience in construction, utilities, or municipal/public-sector contracting. This position focuses on managing contract documentation, coordinating Requests for Proposals (RFPs), and keeping submissions and contractual requirements accurate, organized, and on schedule.

The ideal candidate has hands‑on experience preparing bid or proposal packages, reviewing submission requirements, and tracking contracts through their full lifecycle.

Key Responsibilities

• Review RFPs, Requests for Qualifications (RFQs), and bid solicitations to identify submission requirements, deadlines, and required documentation.
• Coordinate proposal and bid preparation, gathering information from internal teams and external partners.
• Assemble, proofread, and submit complete proposal packages according to solicitation instructions.
• Track bid opportunities, submission deadlines, addenda, and follow‑up requirements.
• Prepare and maintain contract files, agreements, amendments, renewals, and supporting documentation.
• Review contracts for completeness and flag terms or requirements that need management review.
• Track contractual obligations, key dates, deliverables, and compliance documentation.
• Coordinate required insurance certificates, licenses, certifications, and other contract‑related records.
• Communicate with clients, vendors, contractors, and procurement representatives regarding contract and proposal requirements.
• Maintain organized records of proposals, executed agreements, correspondence, and contract changes.

Qualifications

• Previous contracts administration experience in construction, utilities, municipalities, or a related public‑sector environment.
• Hands‑on experience coordinating RFP responses, RFQs, or formal bid submissions.
• Familiarity with procurement processes, contract documentation, and submission requirements.
• Strong writing, proofreading, and document organization skills.
• Ability to manage multiple deadlines and follow detailed instructions accurately.
• Proficiency in Microsoft Word, Excel, Outlook, and PDF editing tools.
• Strong communication skills and the ability to coordinate information across multiple stakeholders.

Preferred Experience

• Working with municipal agencies, utility districts, public works departments, or construction contractors.
• Using electronic procurement portals to monitor opportunities and submit bids.
• Maintaining contract compliance records and tracking amendments or renewals.