The Administrative & Bids Coordinator provides comprehensive administrative, vendor, and compliance support for operations in Puerto Rico. This role partners closely with Recruiting, Estimating, and Compliance to coordinate municipal bid submissions, maintain daily takeoff statistics, support job fairs, process vendor onboarding and invoices, and keep government and insurance documentation current.

Job duties include contact with other employees and access confidential and proprietary information and/or other items of value, and such access may be supervised or unsupervised. The Company therefore has determined that a review of criminal history is necessary to protect the business and its operations and reputation and is necessary to protect the safety of the Company’s staff, employees, and business relationships.

This position’s typical schedule is 40 hours per week, which may include evenings and/or weekends.

MINIMUM REQUIREMENTS:

• Must have at least a High School diploma or GED

• Bilingual (Spanish and English)

• 2+ years in an administrative, estimating coordination, procurement/AP, or bids/contracts support role

• Proficient with Microsoft Office and reporting tools

• Valid driver’s license and clean driving record

• Ability to work all scheduled hours as needed

• Must be able, with or without reasonable accommodation, to retrieve material from shelves and floor stacks and lift and carry up to 50 lbs. frequently and up to 100 lbs. on occasion.

• Must be legally authorized to work in the country of employment without needing sponsorship for employment work visa status now or in the future

PREFERRED REQUIREMENTS:

• Associate’s degree preferred (Business Administration, Operations, or related field) or equivalent experience.

• Familiarity with municipal bid processes in Puerto Rico (Bid Bonds, Affidavits, attorney coordination), basic insurance documentation (Public Liability/COIs), and vendor onboarding. Experience with remote support tools (e.g., Bomgar, Team Viewer)

• Experience with IT operations in a multi-site or regional environment

• Experience with cloud platforms (e.g. Oracle Cloud)

• Assist the Recruiter at job fairs (on-site event logistics, applicant intake, material prep, and post-event follow-up)

• Support the convention process (scheduling, registrations, booth logistics, materials, shipment coordination)

• Process and pay all convention-related invoices

• Send daily takeoffs and maintain a daily log/statistics of takeoff requests and completions

• Coordinate projects for the Estimator; assist with scheduling to ensure all measurements are completed prior to bid dates

• Track bid calendars, submission requirements, and deadlines

• Prepare and coordinate municipal bids, including Bid Bonds, Bid Tables, Affidavits (with attorney coordination), and all required supporting documents

• Ensure complete, timely, and compliant submissions per solicitation requirements

• Prepare and maintain project warranties and Tundra warranties (document control, signatures, distribution)

• Report and maintain documentation related to Category 4 license and commission certificate (tracking renewals, expirations, and compliance status)

• Request and track Public Liability policies and certificates; file and maintain insurance documentation

• Keep government documents and registrations up to date (renewals, filings, records retention)

• Register new vendors in Coupa; verify W-9/PR equivalents, insurance, banking details, and compliance forms

• Process and pay invoices for vendors

• Prepare summaries/reports (takeoff KPIs, bid pipeline snapshots, compliance status)

• Provide general administrative support as needed to leadership in Puerto Rico

• Maintain organized digital and physical records (bids, warranties, insurance, licenses, vendor files)

• All other duties as assigned