What are the responsibilities and job description for the Administrative Support Specialist position at TRI SCAPES LLC?
Founded in 1993, Tri Scapes, LLC is a very successful and growing all-inclusive commercial contracting company headquartered in Alpharetta. We have cultivated an incredible team and culture of hardworking, supportive, and dedicated employees.
As we continue to grow, we are seeking an Administrative Support Specialist to join our incredible team.
Job Summary: The Administrative Support Specialist will be responsible for assisting Tri Scapes’ staff in multiple capacities in our newest branch on Dean Forest Road including office support, bid development efforts, estimating support, managing the bid calendar, and other responsibilities to ensure smooth functioning of this newest branch. This role involves researching and identifying bid opportunities, researching open records, managing the sales pipeline, writing compelling bid proposals, ensuring accurate cost estimation, and leading the sales team to meet objectives. The ideal candidate is a strategic thinker with excellent leadership, communication, and organizational skills.
Key Responsibilities (including but not limited to):
1. Bid Research and Development:
- Identify and research bid opportunities across relevant markets and industries
- Monitor procurement platforms, industry announcements, and government portals for new RFPs, RFIs, and RFQs
- Research open records for insights on upcoming and past bids, including competitor performance and evaluation criteria
- Evaluate bid opportunities to determine alignment with company goals and capabilities
2. Pipeline and Calendar Management:
- Add identified opportunities to the sales pipeline and maintain a well-organized and up-to-date record of all bids
- Create and manage the bid calendar to track deadlines, submission timelines, and key milestones
- Ensure all bid-related activities adhere to the schedule and are completed on time
3. Proposal Writing:
- Develop high-quality bid proposals, ensuring they address client needs and align with evaluation criteria
- Collaborate with internal teams (e.g., technical, financial, and operational) to gather necessary information for proposals
- Ensure timely submission of proposals and compliance with all bid requirements
4. Estimating Oversight:
- Oversee the estimating process to ensure accuracy and competitiveness in pricing
- Collaborate with estimators and subject matter experts to review and validate cost estimates for materials, labor, and other project expenses
- Ensure that cost estimates align with bid requirements, company objectives, and market conditions
5. Research and Insights:
- Analyze open records for trends, opportunities, and lessons learned from previous bid outcomes
- Provide insights to refine bid strategies and improve win rates based on data from open records and market analysis
7. Collaboration and Reporting:
- Work closely with senior leadership to align sales strategies with business objectives
- Provide regular updates and reports on pipeline status, bid calendar adherence, bid success rates, estimating accuracy, and team performance
- Represent the company at client meetings, industry events, and networking opportunities to build relationships and promote business growth
8. Administrative Responsibilities
- Procuring and managing office (and other) supplies and inventory
- Answering phone calls
- Assist with Purchase Orders
- Assist with department equipment and supply ordering
- Assist with credit card processing and documentation
- Assist with personnel and fleet compliance tracking and documentation
Qualifications and Skills:
- Excellent written and verbal communication abilities
- Proficiency in CRM software, estimating tools, and pipeline management systems
- Knowledge of open records research and analysis for bid strategy development
- Strong organizational skills and attention to detail
- Ability to manage complex schedules and ensure strict adherence to deadlines
- Ability to work under pressure and meet tight deadlines
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Salesforce, with the ability to efficiently manage tasks, analyze data, and streamline workflows using these tools
What We Offer:
- Competitive salary
- Comprehensive benefits package, including health, dental, and 401(k) plan with company match
- Paid time off and holiday pay
- Opportunities for professional growth and development
- A collaborative and innovative work environment
Work Authorization: Must be authorized to work in the United States without a work sponsorship. Candidates may be asked to pass a drug test and/or background check
