Admin Assistant/Bid Coordinator Position Available In Westchester, New York

Admin Assistant/Bid Coordinator 2.3 2.3 out of 5 stars Hawthorne, NY 10532 About Candela Systems Corporation Since 1994, Candela Systems has stood as a trusted electrical contracting firm, committed to energy efficiency and certified in

NYS, NYC, MBE, MTA

& Port Authority. Holding 33+ Master Electrical licenses, we serve the East Coast and Caribbean with projects ranging from lighting retrofits and electric vehicle charging stations to commercial electrical construction and low‑voltage systems. Our five core values—Fun, Excellence, Family, Education, Fulfillment—drive us to continuously grow personally and professionally. We also operate a state‑approved Apprenticeship Program and support area nonprofits. Candela Systems is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Role Summary Reporting to the President and Vice President, the Administrative Assistant / Bid Coordinator plays a dual supporting role, ensuring smooth office operations and coordinating the RFQ/RFP and licensing process. You’ll work closely with finance, HR, projects, warehouse, field teams, vendors, and clients. Bid Coordination Responsibilities Monitor bid portals; identify RFQ/RFP opportunities and route leads. Create and maintain physical and electronic bid folders; update bid-tracking spreadsheet. Attend weekly project meetings to report on bid status (cold/warm/hot). Gather all submission documents—insurance, bonding, certifications, licenses, financials, etc. Manage plan printing (Canon, HP plotter) and data entry into CSC bidding templates. Schedule and attend bid walkthroughs; prepare materials. Communicate with clients, track bid status, and facilitate kickoff meetings upon award. Licensing & Certification Administration Support Owner’s and Candela’s electrical licenses, MBE, and state certifications. Schedule and track continuing education to avoid expiration. File DOT, business registrations, vehicle inspections/renewals. Maintain licensing spreadsheet and reminder systems. Review contracts (e.g., phone, copier) and support cost-saving initiatives. Office Administration Answer phones, greet clients, manage front desk operations. Handle company calendar, emails, faxes, and general inquiries. Order, manage, and budget office supplies; coordinate FedEx/UPS. Maintain printers/copiers; oversee cartridge replacement programs. Make travel arrangements; prepare itineraries. Support IT, phone, internet systems. Serve as a notary (after training). Oversee small-business & minority-owned renewals in regional jurisdictions. Maintain vehicles’ legal compliance and paperwork.

Qualifications Required:

Highly organized, detail‑oriented, multitasker who thrives under pressure. Proficient in MS Word, Excel, PowerPoint, Outlook. Strong interpersonal and communication skills. Flexible work availability.

Preferred:

Experience in energy efficiency, electrical, or general contracting. Bilingual in English and Spanish. Familiarity with RFQ/RFP workflows, licensing, and certification processes. What We Offer Opportunity to grow into estimating, project/p mgt, finance, or HR roles. Comprehensive benefits including health, dental, vision, 401(k), paid time off. On‑the‑job training and professional development. Supportive and engaging workplace built on mentorship and family connection. Salary commensurate with experience (typical range: $65k-$75k). How to Apply Please submit your resume and a cover letter detailing your relevant experience. Highlight any exposure to bid support, licensing coordination, and office administration. Applications are reviewed on a rolling basis until the position is filled.