About the Role:
Our client, a technology solutions provider specializing in infrastructure cabling, low-voltage systems, security, audiovisual, and IT consulting, is seeking a detail-oriented and proactive Part-Time Bid Coordinator / HR Admin Assistant. This hybrid position supports two essential business functions: bid management and HR administration, with a stronger emphasis on bid coordination.
This is a remote, part-time opportunity (20 hours per week) ideal for someone who excels in organizing, tracking, and coordinating project bids, while also being capable of handling basic HR compliance and administrative tasks.
Key Responsibilities:
Bid Coordination (Approx. 23 hours per day)
- Monitor bid portals (e.g., Planet Bids across various cities) daily for relevant RFPs, RFIs, and RFQs aligned with the company's service offerings (e.g., C-7 licensed work, structured cabling, low-voltage, AV, etc.).
- Identify and flag potential opportunities based on criteria (e.g., license requirements, bonding, manufacturer specs).
- Maintain and update a bid tracking spreadsheet including critical information (client, project, bid number, job walks, due dates, RFI deadlines, etc.).
- Set up and manage internal calendar alerts and reminders to ensure timely proposal development and submission.
- Support internal coordination by scheduling bid review meetings and drafting simple clarifications or communications with the team.
- Communicate bid details, questions, and updates with internal stakeholders via Microsoft Teams and email.
- Assist in organizing and formatting proposal documents based on templates; familiarity with proposal writing is a plus but not required.
HR Administrative Support (Approx. 12 hours per day)
- Maintain and update electronic personnel records and HR databases.
- Assist with basic HR tasks such as organizing review schedules, benefits information, offboarding documentation, and document audits.
- Support compliance initiatives specific to California employment law (e.g., ensuring necessary documents are filed and accessible).
- Draft administrative HR documents such as corrective actions or employee memos based on guidance and input from the management team.
Qualifications:
Required:
- At least 12 years of experience in an administrative, operations, or coordination role and experience in bid managmenet and exploring bids.
- Strong organizational skills with the ability to manage multiple deadlines and maintain tracking systems.
- Excellent written and verbal communication skills in English.
- Proficient with Google Workspace (Docs, Sheets), Microsoft Office (especially Excel), and communication tools like Microsoft Teams.
- Ability to work independently, proactively communicate status updates, and ask for clarification when needed.
- High attention to detail and documentation accuracy.
Preferred:
- Previous experience with bid/proposal coordination or government contracting portals (especially Planet Bids).
- Familiarity with low-voltage, structured cabling, or related tech/infrastructure industries (preferred but not required; training will be provided).
- Experience using Smartsheet or similar project management tools.
- Prior exposure to California HR compliance and employment practices.
