Sales Administrator - Bid and Contract Assistant - Playcraft

PlayCore; Grants Pass (OR); On-site; USD 42,000 - 62,000; Full time

Job summary

PlayCore in Grants Pass, OR is seeking a detail-oriented Bid Coordinator to support the sales team by preparing complete bid packages, gathering documentation, and ensuring all materials meet deadlines.

You will coordinate with internal teams, manage contracts, and maintain records while using Microsoft Office and CRM/ERP systems to streamline processes.

Qualifications

• Associate’s or Bachelor’s degree preferred (Business Administration or related field a plus).
• 1–3 years in administrative, sales support, bid coordination, or contract management.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple projects and deadlines simultaneously.
• Proficiency in Microsoft Office; CRM/ERP experience a plus.

Responsibilities

• Assist sales consultants in preparing complete bid packages.
• Gather, organize, and compile required bid documentation.
• Ensure bid materials meet submission requirements and deadlines.
• Track bid timelines and follow up to ensure timely completion.
• Coordinate with internal teams and manufacturers as needed.

Skills

Bid coordination

Administrative support

Sales support

Documentation

Communication

Education

Associate's degree

Bachelor's degree

Tools

Microsoft Office

CRM/ERP systems

Job description

• Assist sales consultants in preparing complete and accurate bid packages.
• Gather, organize, and compile required documentation for bid submissions.
• Ensure all bid materials meet submission requirements, deadlines, and compliance standards.
• Track bid timelines and proactively follow up to ensure timely completion.

Key Responsibilities

• Assist sales consultants in preparing complete and accurate bid packages.
• Gather, organize, and compile required documentation for bid submissions.
• Ensure all bid materials meet submission requirements, deadlines, and compliance standards.
• Track bid timelines and proactively follow up to ensure timely completion.

Bid Coordination & Support

• Assist sales consultants in preparing complete and accurate bid packages.
• Gather, organize, and compile required documentation for bid submissions.
• Ensure all bid materials meet submission requirements, deadlines, and compliance standards.
• Track bid timelines and proactively follow up to ensure timely completion.

Factory-Direct Bid Management

• Prepare and submit factory-direct bids in accordance with company and manufacturer guidelines.
• Coordinate with internal teams and manufacturers to obtain pricing, specifications, and required documentation.
• Maintain accurate records of all submitted bids and related correspondence.

Cooperative Contract Management

• Manage and maintain all cooperative purchasing contracts utilized by the company.
• Educate and support sales consultants on proper contract usage, requirements, and limitations.
• Verify contracts are used correctly and in compliance with contract terms and applicable regulations.
• Ensure all contract offerings are current, including pricing, product listings, and documentation.
• Coordinate updates to contracts as product lines evolve or pricing changes.
• Serve as an internal resource for contract-related questions and guidance.

Administrative Support

• Provide day-to-day support to the Sales Admin Supervisor, Consultants and Direct Sales Team
• Maintain organized digital and physical filing systems for bids, contracts, and sales documentation.
• Assist in improving processes related to bid and contract management.
• Support general sales administrative functions as needed.

Communication & Collaboration

• Act as a liaison between sales consultants, internal departments, manufacturers, and contract agencies.
• Communicate clearly regarding deadlines, missing information, and submission requirements.
• Collaborate with team members to ensure consistency and accuracy across all bid and contract materials.

Qualifications

• Associate’s or Bachelor’s degree preferred (Business Administration or related field a plus).
• 1–3 years of administrative, sales support, bid coordination, or contract management experience preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple projects and deadlines simultaneously.
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with CRM or ERP systems is a plus.
• Excellent written and verbal communication skills.

Key Competencies

• Detail-oriented and highly organized
• Strong time management and prioritization skills
• Ability to interpret and apply contract requirements
• Problem-solving mindset
• Team-oriented with a collaborative approach
• Ability to work in a fast-paced, deadline-driven environment

PlayCore and its family of brands considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, or any other legally protected status.