Procurement and Bid Administrator

About the Company

An expert-led privacy, cybersecurity and AI governance consultancy based in Canada. Most of its work comes through public-sector procurement: federal, provincial and municipal tenders, supply arrangements and vendor rosters. The firm has already built its bid system (AI-assisted daily sweeps, a single opportunity tracker, templates and proposal tools) and needs someone to run it every day.

Role Summary

You will own the procurement calendar and paperwork so no deadline is missed and every bid goes in complete and on time. You will not write the technical content of proposals; you make sure everything comes together, is checked and gets submitted.

Position Details

• Reports to: Founder
• Location: Remote, Latin America
• Type: Part-time (independent contractor), with room to grow to full-time
• Language: Strong English reading and writing (an accent is fine)
• Experience: Entry level welcome
• Working hours: About 20 hours per week, flexible, with a 2-hour morning overlap with Pacific Time (ideally 8 to 10 AM PT)

Key Responsibilities

• Review the daily procurement digest and new tender files, and log new opportunities in the tracker
• Run AI-assisted tools to build bid briefs and proposal drafts, and check their output carefully
• Prepare a compliance checklist for each bid and flag blockers (insurance, certifications, eligibility) early
• Collect bid inputs on time: résumés, references, corporate documents, insurance certificates and forms
• Download every addendum and Q&A the day it posts and update the bid
• Assemble final packages and, once approved, submit them through the right portal at least 24 hours before the close
• Save proof of submission, track outcomes and request feedback on lost bids
• Keep the tracker current and send the founder a short daily status of upcoming deadlines and blockers

Required Skills

• Very strong reading and writing in English: you will read tender documents and draft emails and documents for approval
• Excellent organization and attention to detail: you can track many deadlines at once without missing one
• Good Word, Excel and PDF skills (document assembly, trackers)
• Comfortable working with AI tools, and checking their output rather than taking it on trust
• Discretion with confidential commercial information

Nice to Have

• Experience in bid or proposal coordination, procurement or contract administration
• Experience with public-sector tenders or procurement portals (for example CanadaBuys, MERX, Bonfire, SAP Ariba)
• Background as a business analyst, administrative assistant or clerk
• Exposure to privacy, cybersecurity or IT consulting

Hiring Process

A short practical assignment (about 30 minutes), one interview, and an optional paid pilot.

What We Offer

• 100% remote, flexible hours
• Room to grow from part-time to full-time
• Work with a founder-led consultancy serving government clients