Bid & Operations Coordinator

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🕒 May 25

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Outsourcey

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 2024

🤝 B2B

🛍️ eCommerce

B2B • eCommerce • IT outsourcing

Outsourcey is a leading remote staffing agency specializing in connecting businesses with skilled offshore talent. They simplify the outsourcing process for companies ranging from startups to Fortune 500 firms, offering flexible staffing solutions without long-term contracts or setup fees. By leveraging a vast network of qualified professionals, Outsourcey helps clients reduce operational costs while improving efficiency and scalability, ensuring that businesses can effectively meet their project demands across various industries.

📋 Description

• Search and monitor construction bid platforms (ConstructConnect, BuildingConnected, Construction Journal) and contact list services daily • Download, organize, and track bid documents and submission deadlines • Load bid opportunities and contacts into HubSpot CRM per established SOPs • Maintain pipeline stages, task deadlines, and activity logs • Initiate outbound email campaign sequences for loaded leads • Use Copilot and/or ChatGPT to generate project synopses from bid documents • Create corresponding job records in NetSuite • File all documents in correct system locations per naming conventions • Triage executive Outlook inbox daily per established SOP • Categorize by priority, create Planner tasks, escalate urgent items via Teams, and generate end-of-day summaries using Copilot • Execute all workflows against existing SOPs • Document new processes as they are developed and iterated to build out the company's operational library • Flag high-value bids, notable contacts, and time-sensitive deadlines directly to the executive for prioritized action • Develop pattern recognition for ideal project profiles over time.

🎯 Requirements

• Minimum 3-5 years in an operations, administrative, or bid coordination role • Demonstrated proficiency across HubSpot, NetSuite or comparable ERP, Microsoft 365, and AI tools • High-volume data entry and research discipline required • Working knowledge of contact and company record management, pipeline tracking, task logging, and email sequence initiation at high daily volume • Practical experience using Copilot and/or ChatGPT for document summarization, data extraction, and formatted output • Ability to validate AI-generated content against source documents • Ability to work through large volumes of listings, platforms, and documents daily with precision • Proven ability to follow detailed SOPs independently, maintain accuracy on repetitive tasks, and document new workflows clearly • Motivated, deadline-conscious, and takes full ownership of daily pipeline • Background in construction, architectural signage, specialty fabrication, or a related project-based contracting environment preferred • Familiarity with construction bid platforms and bid document interpretation a strong plus.

🏖️ Benefits

• Competitive salary • Opportunity to shape the HR function of a rapidly growing BPO. • Work closely with a team of industry leaders who have successfully scaled BPOs in the past. • Career growth and development opportunities.