Municipal Bid Coordinator

Municipal Bid Coordinators are responsible for preparing bids and working with time-sensitive paperwork. Bid Coordinators serve as the first point of contact for municipalities, townships, and other customers to resolve customer issues and inquiries.

  • Perform all tasks in a safe manner in compliance with all local, state, and federal regulations and company policies.
  • Answer phones promptly and courteously utilizing company procedures.
  • Review, distribute, and monitor all Municipal Requests for Proposal (RFP), Request For Quotation (RFQ), and Request for Bid (RFB) to necessary internal personnel.
  • Prepare municipal bids, quotations, etc. in a timely manner to be sent directly or to the market municipal representative for delivery prior to bid deadline.
  • Maintain pricing and update as necessary for all municipal contracts.
  • Manage contract expirations and ensure all renewals are submitted in a timely manner.
  • Compose contracts and addendums when requested.
  • Manage monthly invoice or contracted customers with specialized billing requirements.
  • Assist with monthly and quarterly franchise fees for selected contracted areas.
  • Secure annual renewals on contract bonds with itemized listing of all bond amounts and bond premiums.
  • Perform data entry and reporting of information for municipal contracts.
  • Perform daily data entry of sales orders into computerized system (I-Pak).
  • Receive and respond professionally and courteously to all customer inquiries from municipalities, townships, or individually billed customers.
  • Ensure customer concerns are understood and clearly explain resolution to the customer.
  • Work in conjunction with other departments to resolve customer issues.
  • Log and record information onto customer account in computer.
  • Maintain a positive work atmosphere with a culture of respect for others.
  • Serve as backup in preparing government/public sector bids and documents as necessary.
  • Build relationships with key contacts (officials) within municipal/public sector government.
  • Assist with the utilization and maintenance of the contract management system.
  • Assist with special projects as assigned.
  • Other duties as assigned.

  • Must possess a professional demeanor and telephone etiquette.
  • Excellent verbal & written communication skills.
  • Must be organized and detail-oriented with the ability to multitask.
  • Possess proven analytical/problem-solving solutions for the customer and the company.
  • Computer proficiency in Windows and Microsoft applications; AS400, and Lotus Notes applications experience, a plus.
  • Prior experience preparing bids and/or RFP.
  • Experience working with municipalities or federal offices preferred.
  • Self-motivated; capable of working independently and on strict time deadlines.
  • Must possess excellent customer service and data entry skills.
  • General knowledge of office functions.
  • Ability to identify issues, make decisions, and resolve problems.
  • Must be able to react well under pressure and treat others with respect.
  • Waste industry experience, a plus.
  • Ability to work occasional overtime, weekends, and/or holidays.
  • Additional skills may be required to perform additional task(s) specific to work location, department or line of business.

  • Legally eligible to work in the United States.
  • High school diploma or equivalent.
  • 3 - 5 years of office, call center or customer service experience preferred.

  • Office environment.
  • Prolonged sitting and repetitive motions performed while answering the phone and working on the computer.

  • Legally eligible to work in the United States.
  • Must be able to produce satisfactory pre-employment drug test and background check results.

This job description is intended to describe the general nature, complexity, and level of work to be performed by employees assigned to this position and is not to be construed as an exhaustive list of responsibilities, duties and/or skills required. It does not prescribe or restrict the work that may be assigned. Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the company.

Rumpke Waste and Recycling is committed to equality in all aspects of employment. It is Rumpke’s policy to provide equal opportunities to all employees and potential employees without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status or disability status.