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Bid Coordinator

Oak Creek, WI

Posted: 04/20/2026 Employment Type: Permanent

Job Description

We are seeking a highly organized and detail-oriented Bid Coordinator to support the preparation, submission, and tracking of bids, proposals, and contract-related documentation. This role will work closely with sales, operations, legal, finance, and leadership teams to ensure all bid materials are accurate, compliant, and submitted on time.

The ideal candidate thrives in a fast-paced environment, is comfortable managing multiple deadlines, and has strong communication and project coordination skills.

Key Responsibilities

  • Coordinate the preparation and submission of bids, proposals, RFQs, RFPs, and contract-related documents
  • Review bid requirements and ensure all documentation is complete, accurate, and compliant with customer specifications
  • Manage bid calendars, deadlines, and submission schedules
  • Work cross-functionally with sales, operations, finance, legal, and leadership teams to gather information needed for proposals and contracts
  • Prepare pricing sheets, proposal templates, scope summaries, and supporting documentation
  • Track contract renewals, bid statuses, award notifications, and expiration dates
  • Maintain organized records of bids, contracts, customer requirements, and proposal documents
  • Assist with reviewing contracts, terms, and conditions for completeness and accuracy
  • Communicate with customers and vendors regarding bid requirements, missing information, and submission updates
  • Support continuous improvement of proposal processes, templates, and documentation systems
  • Ensure confidentiality and accuracy when handling sensitive pricing, contract, and customer information

Job Requirements

  • Associate’s or Bachelor’s degree in Business, Communications, Legal Studies, Project Management, or related field preferred
  • 2+ years of experience in bid coordination, proposal management, contract administration, sales support, or related administrative work
  • Strong attention to detail and ability to manage multiple projects and deadlines
  • Excellent written and verbal communication skills
  • Strong organizational and time management skills
  • Proficiency with Microsoft Office, especially Excel, Word, and Outlook
  • Experience with CRM systems, ERP systems, proposal software, or contract management tools is a plus
  • Ability to work independently while collaborating with multiple departments
  • Comfortable reviewing documents for accuracy and completeness

Preferred Traits

  • Strong sense of urgency and follow-through
  • Highly organized and process-driven
  • Comfortable working in deadline-driven environments
  • Professional and dependable
  • Strong problem-solving and coordination skills

Benefits

  • Competitive salary
  • Health, dental, and vision insurance
  • Paid time off and holidays
  • 401(k) with company match
  • Career growth opportunities
  • Supportive and collaborative work environment

Meet Your Recruiter

Allison Crewz
Senior Recruiting Consultant

I made the leap from retail management to recruiting and never looked back. I specialize in direct hire positions and I would love to support you throughout your entire process in finding your new career. At Hatch, we are boutique firm which allows us to give you the focus you deserve. As a mom of two, who loves the outdoors and cooking, I understand how important balance is and I want to help you achieve that too. Even if you do not see a role that fits what you are looking for, send me a message, you never know when the right role will come along. 

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About Oak Creek, WI

Ready to take your career to new heights? Explore job opportunities in the vibrant area around Oak Creek, Wisconsin! Nestled in the beautiful state of Wisconsin, Oak Creek boasts a blend of small-town charm and big-city amenities. With close proximity to Lake Michigan, residents can enjoy picturesque views and outdoor activities. The area also offers a thriving arts scene, with galleries like Gallery 1 and theaters like Oak Creek Performing Arts Center showcasing local talent. Sports enthusiasts can catch games at the iconic Lambeau Field or cheer on the Milwaukee Bucks at Fiserv Forum. Indulge in delicious Wisconsin cheese and iconic Kringle pastries while exploring the many parks and recreation areas that make Oak Creek a fantastic place to live and work. Discover your next career opportunity in this dynamic and enchanting region!