Portals & Request for Quotes (RFQ's) Administrator

The Portals & RFQ Administrator plays a vital role in ensuring smooth and compliant engagement with over 70 customer procurement portals, while also supporting RFQ intake and coordination. This role is highly deadline-driven and requires excellent organizational skills, attention to detail, and the ability to communicate with multiple internal and external stakeholders. The administrator ensures all required compliance documents are kept up to date and submitted on time, and that RFQs are properly distributed, tracked, and prioritized.

RFQ & CRM Management

• Review project drawings and specifications to identify required equipment and scope for proposals.
• Create opportunities in the company CRM system in a timely and accurate manner.
• Follow internal Sales Team procedures to route and assign RFQs appropriately.
• Prioritize RFQs based on customer-requested due dates to ensure timely responses.
• Collaborate with internal departments (sales, estimating, engineering) to gather and submit complete quote packages.

Portal Administration & Compliance

• Monitor and maintain over 70 active customer procurement portals, ensuring all compliance documentation is up to date.
• Proactively track and supply critical documents such as COIs, safety certifications, business licenses, and capability statements.
• Serve as liaison with the company’s insurance provider to obtain and submit updated Certificates of Insurance (COIs).
• Monitor and address emails in the dedicated portals inbox daily; this is a high-volume, time-sensitive responsibility.
• Maintain and regularly update the portals tracking spreadsheet with current status, expiration dates, login credentials, and contact notes.
• Research upcoming portal renewals to confirm whether continued participation is required based on current business activity with each customer.

Requirements:

• Strong familiarity with customer procurement portals such as Ariba, ISNetworld, Avetta, Coupa, etc.
• Proficiency in Microsoft Excel and CRM systems (Salesforce, HubSpot, or equivalent).
• Exceptional attention to detail, organizational skills, and time management.
• Ability to read and interpret RFQs, specifications, and technical drawings is a plus.
• Excellent written and verbal communication skills, especially when working with insurance providers and client compliance teams.

Preferred Experience:

• Experience in a fast-paced industrial, manufacturing, or construction environment.
• Prior experience maintaining compliance documentation for vendor qualification.
• Basic understanding of insurance requirements for vendor contracts (e.g., liability, workers' comp, COIs).

Education and Experience:

• High School Diploma or Equivalent
• 2 years of experience in administrative support, sales operations, compliance coordination, or related roles.
• Experience managing large volumes of emails and documentation under tight deadlines.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

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