What are the responsibilities and job description for the Administrative Assistant / Contract Coordinator - Hybrid Work position at Mansfield Oil?
Please note that a hybrid work schedule is available once training is completed - 3 days in the Gainesville, GA office and 2 days remote
The Administrative Assistant / Contract Coordinator is responsible for coordinating all documentation for the contract bid submission process and submitting completed bids and RFPs for assigned government and commercial bids.
Responsibilities
Deal Process Coordination
- Supports sales team throughout complete sales cycle to meet customer needs
- Coordinates deal reviews with sales, support training, development, and compliance with operational policies
- Shepherds bids through the approval process including coordination of legal contract review and approval
- Escalates any non-standard terms and conditions to management and legal as appropriate
- Maintains accurate and complete information for customer accounts and activities in Customer Relationship Management system (CRM)
- Ensures bid documentation is in compliance with customer requirements and company standards
Contract Documentation Coordination
- Thoroughly read bid documentation to determine submission requirements and coordinate the efforts to compile all required documentation
- Customer References
- Question/Answers section for all Government and Commercial Customers
- Communicate with internal and external customers regarding pre-submission needs, compliance requirements or clarification and follow-up of bid submissions while under review
- Coordinate efforts throughout the different departments associated with the preparation of bid request documents or submissions
- Ensure data is entered in a standard format in the Deal Desk App with documents and communicate deadlines for internal responders
- Prepare internal bid request documents with clear and concise information.
- Coordinate with Marketing to provide Sales Rep Mansfield’s standard marketing packet tailored to the specific customer.
- Compile and maintain documentation databases necessary and used during the bid process
- Ensure the bid is presented to the highest standard and includes complete documentation requirements by reviewing before submission to publisher
- Follow-up on status of bids
- Determine win/loss ratio
- Update CRM for all Government customers.
- Serve as the primary point of contact with the potential customer throughout the bid process
- Responsible for updating the Government Renewal Tracker.
- Assist in ensuring a smooth onboarding of any won bids with the operations team
- As required for RFPs, collaborate with leadership and other departments in writing all proposal documents
Position Requirements
Formal Education & Certification
- High school diploma or equivalency required
- College degree OR equivalent work experience preferred
Knowledge & Experience
- Previous administrative or clerical work experience preferred
- Prior experience tracking and gathering information for a project preferred
- Petroleum experience preferred
- Proficiency in Microsoft Office Suite
Qualifications & Characteristics
- Ability to work independently under deadline pressure
- Strong organizational and time management skills
- Strong research skills
Work Environment
- Hybrid work scheduled is available once training is completed - 3 days in the office, 2 days remote
- Sitting for extended periods of time
- Dexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and other computer components
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
