Municipal Bid Specialist & Sales Administrator

Socket.dev; Willow Springs (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Rowell is seeking a Municipal Bid & Sales Administrator to coordinate the bidding process from opportunity identification to submission and follow-up.

You will monitor procurement platforms, prepare bids and proposals, coordinate pricing and required documents, and maintain records while supporting the Sales team and serving as a point of contact for municipal buyers.

Qualifications

• High School diploma or GED is required.
• Associate degree or higher in Business Admin, Sales, Marketing or related field preferred.
• 3-5 years of experience in sales administration, bid/proposal coordination, purchasing, customer service, or a related administrative role.
• Experience working with municipal, government, or public-sector bids and procurement processes preferred.
• Proficiency with Microsoft Office and producing complex documents.”

Responsibilities

• Coordinate municipal bids, proposals, and supporting documentation.
• Monitor procurement websites and manage bid calendar.
• Coordinate pricing, product information, certifications, insurance documents, and other materials.
• Track bids, results, awards, and contract requirements.
• Support Sales with quotations, proposals, contracts, and customer documentation.
• Maintain bid, contract, pricing, and customer records.
• Coordinate internally to obtain compliance documents and respond to requests.

Skills

Organizational skills

Customer-focused

Communication skills

Teamwork

Attention to detail

Education

High School diploma or GED

Associate degree in Business Administration, Sales, Marketing, or related field

Tools

Microsoft Office

Job description

Job Summary

The Municipal Bid & Sales Administrator is responsible for coordinating the company’s municipal bidding process from identifying opportunities through submission and follow-up. This position monitors procurement platforms, prepares and submits bids and proposals, coordinates required documentation and pricing, and maintains accurate bid and contract records. The role also provides administrative support to the Sales team, serves as a point of contact for municipal purchasing departments, and works closely with internal teams to ensure timely, accurate, and complete responses to customer and bid requirements.

Essential Job Functions

Municipal Bid Administration

• Monitor municipal procurement websites and bid platforms for relevant opportunities and maintain a calendar of bid deadlines and requirements.
• Review bid specifications, RFPs, RFQs, and other solicitation documents to identify requirements and coordinate necessary information.
• Prepare, coordinate, and submit complete and accurate municipal bids, proposals, and supporting documentation.
• Coordinate with Sales and internal departments to obtain pricing, product information, certifications, insurance documents, and other required materials.
• Track submitted bids, results, awards, and contract requirements while maintaining organized records and following up on opportunities as needed.

Sales Administration

• Support the Sales team with quotations, proposals, contracts, and customer documentation.
• Maintain accurate bid, contract, pricing, and customer records.
• Assist with contract tracking, renewals, pricing agreements, and other sales administration activities.
• Prepare reports, summaries, and other sales-related information as needed.
• Maintain templates, forms, and standard documentation to support an efficient sales and bidding process.

Customer & Internal Support

• Serve as a point of contact for municipal purchasing departments, procurement personnel, and bid coordinators.
• Collaborate with Sales Representatives to gather information and coordinate responses to customer and procurement requests.
• Coordinate internally to obtain compliance documents, product information, pricing, and other supporting materials.
• Communicate bid results, contract information, and important deadlines to appropriate internal teams.
• Provide general administrative support to the Sales team and assist with special projects as needed.

Required Skills and Success Factors

• Strong organizational and time-management skills
• Customer-focused mindset
• Clear and professional communication skills
• Collaborative and team-oriented approach
• Exceptional attention to detail

Why You’ll Succeed at Rowell

You will thrive in this role if you enjoy building relationships, solving customer challenges, managing a sales pipeline, taking ownership of customer success, and contributing directly to company growth and performance.

Qualifications, Experience, and Education

• High School diploma or GED.
• Associate degree or additional education in Business Administration, Sales, Marketing, or a related field preferred.
• 3-5 years of experience in sales administration, bid/proposal coordination, purchasing, customer service, or a related administrative role.
• Experience working with municipal, government, or public-sector bids and procurement processes preferred.

Computer and Equipment Skills

• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint, Access and/or other web-based applications. May produce complex documents, perform analysis, and maintain databases.

Rowell is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color religion, disability, age, sex (including sexual orientation, gender identity and transgender status), national origin, veteran status, genetic information, or any other classification protected by federal, state, or local law. Our workplace culture values and promotes diversity, inclusion, equal employment opportunities, and a work environment free of harassment and hostility. Rowell is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.