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Contract Administrator (Code: 2147)

Overall Responsibility:

Oversee and facilitate the completion and submission of bids and proposals of all kinds for one-time purchases from Federal, state, and local Governmental agencies; educational and healthcare institutions; and research and clinical facilities. Oversee contract requirements and compliance via sales reports and fee payments, web e-procurement and e-invoicing, as well as RFP and quote generation and submission. This role will provide support to the Contracts Manager, and have close collaborations with Area Sales Managers, Field Sales Reps and Product Managers. Provide support in a timely manner to field sales force and dealer organizations.

Key areas of responsibility:

  • Formulate responses to RFP’s, e-RFP’s, RFQ’s and other solicitations incorporating data from field personnel in formal and informal proposals either through sealed bids or online submissions.
  • Research sources for bid proposals to ensure timely distribution to field personnel and dealer organizations.
  • Oversee and facilitate order administration to ensure that obligations and compliance issues are adhered to with existing GSA, GPO and state contracts via sales reports, fee arrangements and other obligations.
  • Maintain historical and back-up data pertaining to proposals and performance.
  • Provide assistance in reviewing various proposals for Confocal and other State, Industry, University product orders.
  • Assist in sole source requirements (completion of required documentation or submission of sole source letters).
  • Maintain and update Standard Operating Procedures as needed.
  • Complete customer vendor questionnaires
  • Maintain contract member listings
  • Generate specific state registrations for bid notification
  • Provide assistance and support to Contracts Manager
  • Other duties as required or needed

Qualifications:

  • MS Word, Excel (comfortable with V look Up and Pivot Tables)
  • Demonstrated knowledge in MS Office applications (Word, Excel, PowerPoint, Outlook) SAP and BW reporting skills
  • Salesforce.com
  • Excellent written and verbal communication skills
  • Strong attention to detail
  • Strong ability to read and assess bid terms and conditions for reasonableness and general adherence to company policy and standard practice
  • Familiarity with GSA schedules and other contract vehicles
  • Demonstrated knowledge of formal and informal bid response requirements and formats
  • Strong time management and organizational skills
  • Ability to work under pressure and accomplish objectives with strict deadlines
  • Ability to lift and carry up to 10 pounds
  • Ability to sit for long periods of time

Education, skills & experience:

  • BA in Business, Communications or English preferred but not required
  • 3-5 years bid and proposal preparation experience in a sales environment

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