Administrative & Bids Coordinator
Sherwin-Williams, San Juan, San Juan, United States
Job Description
Provides comprehensive administrative, vendor, and compliance support for operations in Puerto Rico. Works with Recruiting, Estimating, and Compliance to coordinate municipal bid submissions, maintain daily takeoff statistics, support job fairs, process vendor onboarding and invoices, and keep government and insurance documentation current. The role may involve contact with other employees and handling confidential information, requiring a criminal history review. Typical schedule is 40 hours per week, which may include evenings and/or weekends.
Responsibilities
Assist the Recruiter at job fairs (on-site event logistics, applicant intake, material prep, and post-event follow-up)
Support the convention process (scheduling, registrations, booth logistics, materials, shipment coordination)
Process and pay all convention-related invoices
Send daily takeoffs and maintain a daily log/statistics of takeoff requests and completions
Coordinate projects for the Estimator; assist with scheduling to ensure all measurements are completed prior to bid dates
Track bid calendars, submission requirements, and deadlines
Prepare and coordinate municipal bids, including Bid Bonds, Bid Tables, Affidavits (with attorney coordination), and all required supporting documents
Ensure complete, timely, and compliant submissions per solicitation requirements
Prepare and maintain project warranties and Tundra warranties (document control, signatures, distribution)
Report and maintain documentation related to Category 4 license and commission certificate (tracking renewals, expirations, and compliance status)
Request and track Public Liability policies and certificates; file and maintain insurance documentation
Keep government documents and registrations up to date (renewals, filings, records retention)
Register new vendors in Coupa; verify W-9/PR equivalents, insurance, banking details, and compliance forms
Process and pay invoices for vendors
Prepare summaries/reports (takeoff KPIs, bid pipeline snapshots, compliance status)
Provide general administrative support as needed to leadership in Puerto Rico
Maintain organized digital and physical records (bids, warranties, insurance, licenses, vendor files)
All other duties as assigned
Minimum Requirements
Must have at least a High School diploma or GED
Bilingual (Spanish and English)
2+ years in an administrative, estimating coordination, procurement/AP, or bids/contracts support role
Proficient with Microsoft Office and reporting tools
Valid driver’s license and clean driving record
Ability to work all scheduled hours as needed
Must be able, with or without reasonable accommodation, to retrieve material from shelves and floor stacks and lift and carry up to 50 lbs. frequently and up to 100 lbs. on occasion.
Must be legally authorized to work in the country of employment without needing sponsorship for employment work visa status now or in the future
Preferred Requirements
Associate’s degree preferred (Business Administration, Operations, or related field) or equivalent experience.
Familiarity with municipal bid processes in Puerto Rico (Bid Bonds, Affidavits, attorney coordination), basic insurance documentation (Public Liability/COIs), and vendor onboarding. Experience with remote support tools (e.g., Bomgar, TeamViewer)
Experience with IT operations in a multi-site or regional environment
Experience with cloud platforms (e.g. Oracle Cloud)
Equal Employment Opportunity
Sherwin-Williams is proud to be an Equal Employment Opportunity employer. All qualified candidates will receive consideration for employment and will not be discriminated against based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, age, pregnancy, genetic information, creed, marital status or any other consideration prohibited by law or by contract.
Qualified applicants with arrest or conviction records will be considered for employment in accordance with applicable federal, state, and local laws including the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act where applicable.
As a VEVRAA Federal Contractor, Sherwin-Williams requests state and local employment services delivery systems to provide priority referral of Protected Veterans.
Please be aware, Sherwin-Williams recruiting team members will never request a candidate to provide a payment, ask for financial information, or sensitive personal information like national identification numbers, date of birth, or bank account numbers during the application process.
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Provides comprehensive administrative, vendor, and compliance support for operations in Puerto Rico. Works with Recruiting, Estimating, and Compliance to coordinate municipal bid submissions, maintain daily takeoff statistics, support job fairs, process vendor onboarding and invoices, and keep government and insurance documentation current. The role may involve contact with other employees and handling confidential information, requiring a criminal history review. Typical schedule is 40 hours per week, which may include evenings and/or weekends.
Responsibilities
Assist the Recruiter at job fairs (on-site event logistics, applicant intake, material prep, and post-event follow-up)
Support the convention process (scheduling, registrations, booth logistics, materials, shipment coordination)
Process and pay all convention-related invoices
Send daily takeoffs and maintain a daily log/statistics of takeoff requests and completions
Coordinate projects for the Estimator; assist with scheduling to ensure all measurements are completed prior to bid dates
Track bid calendars, submission requirements, and deadlines
Prepare and coordinate municipal bids, including Bid Bonds, Bid Tables, Affidavits (with attorney coordination), and all required supporting documents
Ensure complete, timely, and compliant submissions per solicitation requirements
Prepare and maintain project warranties and Tundra warranties (document control, signatures, distribution)
Report and maintain documentation related to Category 4 license and commission certificate (tracking renewals, expirations, and compliance status)
Request and track Public Liability policies and certificates; file and maintain insurance documentation
Keep government documents and registrations up to date (renewals, filings, records retention)
Register new vendors in Coupa; verify W-9/PR equivalents, insurance, banking details, and compliance forms
Process and pay invoices for vendors
Prepare summaries/reports (takeoff KPIs, bid pipeline snapshots, compliance status)
Provide general administrative support as needed to leadership in Puerto Rico
Maintain organized digital and physical records (bids, warranties, insurance, licenses, vendor files)
All other duties as assigned
Minimum Requirements
Must have at least a High School diploma or GED
Bilingual (Spanish and English)
2+ years in an administrative, estimating coordination, procurement/AP, or bids/contracts support role
Proficient with Microsoft Office and reporting tools
Valid driver’s license and clean driving record
Ability to work all scheduled hours as needed
Must be able, with or without reasonable accommodation, to retrieve material from shelves and floor stacks and lift and carry up to 50 lbs. frequently and up to 100 lbs. on occasion.
Must be legally authorized to work in the country of employment without needing sponsorship for employment work visa status now or in the future
Preferred Requirements
Associate’s degree preferred (Business Administration, Operations, or related field) or equivalent experience.
Familiarity with municipal bid processes in Puerto Rico (Bid Bonds, Affidavits, attorney coordination), basic insurance documentation (Public Liability/COIs), and vendor onboarding. Experience with remote support tools (e.g., Bomgar, TeamViewer)
Experience with IT operations in a multi-site or regional environment
Experience with cloud platforms (e.g. Oracle Cloud)
Equal Employment Opportunity
Sherwin-Williams is proud to be an Equal Employment Opportunity employer. All qualified candidates will receive consideration for employment and will not be discriminated against based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, age, pregnancy, genetic information, creed, marital status or any other consideration prohibited by law or by contract.
Qualified applicants with arrest or conviction records will be considered for employment in accordance with applicable federal, state, and local laws including the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act where applicable.
As a VEVRAA Federal Contractor, Sherwin-Williams requests state and local employment services delivery systems to provide priority referral of Protected Veterans.
Please be aware, Sherwin-Williams recruiting team members will never request a candidate to provide a payment, ask for financial information, or sensitive personal information like national identification numbers, date of birth, or bank account numbers during the application process.
#J-18808-Ljbffr