JOB DESCRIPTION

Administrative & Bid Coordinator SecSol, Inc.

Location:

Sacramento, CA Job Type:

Full-Time, In Office About SecSol SecSol is a leading Northern California electronic security systems integrator specializing in access control, video surveillance, intrusion detection, intercom, and integrated security solutions. For more than 30 years, we've partnered with commercial businesses, healthcare organizations, educational institutions, transportation agencies, and government clients to design, install, and service mission-critical security systems. We're looking for a highly organized, motivated professional to join our growing Northern California team. This is an excellent opportunity for someone who enjoys variety, thrives in a fast-paced environment, and wants to build a long-term career in business operations, project coordination, and sales support. Position Summary The Administrative & Bid Coordinator provides administrative, operational, and bid coordination support for SecSol's Northern California office. This hands-on role keeps the office running efficiently while supporting the company's sales, project, and business development efforts. This position offers a diverse mix of responsibilities, approximately consisting of: 35% Bid Coordination 25% Administrative Support 20% Office Operations 20% Warehouse & Logistics Support While these percentages will vary based on business needs, the successful candidate should be comfortable working across all aspects of the role and adapting to changing priorities. This is not a traditional receptionist position. It is designed for someone who wants to build a career in business operations, sales support, project coordination, and public procurement. As the company continues to grow, there will be opportunities to take on increasing responsibility and expand into new areas of the business.

Primary Responsibilities:

Bid Preparation & Coordination Support the sales team by organizing, preparing, and coordinating complete bid packages for public and private-sector opportunities.

Responsibilities include:

Organize bid documents and submission requirements. Review solicitation documents to identify required forms and supporting documentation. Complete electronic and paper bid forms accurately and on time. Track bid deadlines and submission requirements. Coordinate collection of documents from internal team members. Verify bid packages are complete prior to submission. Maintain organized electronic bid files using OneDrive. Build and maintain a centralized library of reusable bid forms, templates, and supporting documents. Assist in continuously improving the company's bid preparation processes. Administrative Support Answer and route incoming phone calls professionally. Welcome visitors and provide outstanding customer service. Respond to emails and general administrative inquiries. Maintain organized office files and documentation. Assist with contract administration and document management. Schedule meetings and coordinate administrative tasks. Support office staff with daily administrative needs. Office Operations Perform filing, scanning, copying, and document management. Maintain organized electronic and physical records. Coordinate incoming and outgoing shipments. Monitor and replenish office supplies. Maintain clean and organized common work areas. Assist with general office organization and operational support. Warehouse & Logistics Support Receive, inspect, and document incoming deliveries for accuracy and completeness. Prepare, package, and coordinate outgoing shipments, including creating shipping labels and scheduling carrier pickups. Organize and maintain warehouse shelving, inventory storage, and material staging areas. Assist with inventory counts, equipment labeling, and stock organization. Stage materials and equipment for upcoming projects and service calls. Support technicians and project managers by preparing project materials and maintaining organized inventory. Help maintain a clean, safe, and organized warehouse and office environment. Perform general warehouse, logistics, and operational support duties as business needs require. Data Entry & Documentation Accuracy is critical to this position.

Responsibilities include:

Perform accurate data entry across multiple software platforms. Complete electronic and paper forms with a high level of accuracy. Enter project information into company tracking systems. Maintain spreadsheets and internal databases. Verify information for completeness before submission. Update project documentation and customer records as needed. AI & Technology We believe modern technology should improve efficiency, not replace people. The successful candidate will be expected to learn and effectively utilize AI tools (such as ChatGPT) to improve productivity by: Summarizing bid requirements. Creating bid checklists. Organizing specifications and project information. Assisting with document preparation. Identifying opportunities to improve internal workflows. Supporting efficient bid preparation while maintaining accuracy and quality. Business Development Support As workload allows: Research potential bid opportunities that align with SecSol's target markets. Present qualified opportunities to management. Assist with maintaining organized sales and bid records. Support business development initiatives as assigned. The Ideal Candidate The successful candidate is: Highly organized and detail-oriented. Dependable and accountable. Comfortable learning new software and technology. Naturally curious and eager to improve processes. Able to prioritize multiple deadlines without sacrificing quality. A self-starter who takes ownership of assigned responsibilities. Professional when interacting with customers, vendors, and coworkers. Comfortable working independently while collaborating with a team. Interested in building a long-term career with opportunities for growth.

Qualifications:

Required 2+ years of administrative, office coordination, project coordination, or similar experience. Excellent organizational and time management skills. Strong written and verbal communication skills. High proficiency with Microsoft Office (Word, Excel, Outlook). Excellent computer skills and ability to learn new software quickly. Strong attention to detail and accuracy. Ability to manage multiple projects and deadlines simultaneously. Valid California driver's license and reliable transportation. Preferred Experience with bid coordination, proposals, procurement, or construction administration. Experience working with public agency bids or government contracts. Experience with OneDrive or SharePoint. Experience working in construction, low-voltage, engineering, facilities, or contracting industries. Familiarity with AI tools such as ChatGPT in a professional environment. Physical Requirements Ability to occasionally lift and move up to 50 pounds. Ability to stand, bend, and move throughout the office and warehouse as needed. Ability to safely handle boxes, equipment, and office materials. A Typical Day No two days are exactly the same. One day you may be organizing bid documents, completing online procurement forms, and using AI tools to summarize specifications. The next day you may be receiving equipment shipments, organizing inventory, coordinating deliveries, assisting customers over the phone, or supporting the sales team with administrative projects. If you enjoy staying organized, solving problems, learning new skills, and contributing to a growing company, you'll thrive in this role. Why Join SecSol? Stable, growing company with over 30 years in business. Opportunity to learn public-sector procurement and bid management. Hands-on exposure to business operations, project coordination, and sales support. Opportunity to work with modern AI tools and technology. Career growth opportunities as the company continues to expand. Collaborative, team-oriented work environment where your contributions have a direct impact.

Pay:

$24.36 - $25.43 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person