Bid & Operations Coordinator

Looking to take your career to the next level? Then this role is for you!

Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!

Profile Requirements:

• Experience: Minimum 3-5 years in an operations, administrative, or bid coordination role with demonstrated proficiency across HubSpot, NetSuite or comparable ERP, Microsoft 365, and AI tools; high-volume data entry and research discipline required.
• HubSpot CRM Competency: Working knowledge of contact and company record management, pipeline tracking, task logging, and email sequence initiation at high daily volume.
• AI Tool Proficiency: Practical experience using Copilot and/or ChatGPT for document summarization, data extraction, and formatted output; ability to validate AI-generated content against source documents.
• High-Volume Data Entry & Research: Ability to work through large volumes of listings, platforms, and documents daily with precision; navigate multiple tools and list services simultaneously with minimal supervision.
• Process-Oriented & Self-Directed: Proven ability to follow detailed SOPs independently, maintain accuracy on repetitive tasks, and document new workflows clearly; motivated, deadline-conscious, and takes full ownership of daily pipeline.
• Industry Experience (Plus): Background in construction, architectural signage, specialty fabrication, or a related project-based contracting environment preferred; familiarity with construction bid platforms and bid document interpretation a strong plus.

Core responsibilities:

• Bid Opportunity Research & Lead Harvesting: Search and monitor construction bid platforms (ConstructConnect, BuildingConnected, Construction Journal) and contact list services daily; download, organize, and track bid documents and submission deadlines.
• CRM Data Entry & Pipeline Loading: Load bid opportunities and contacts into HubSpot CRM per established SOPs; maintain pipeline stages, task deadlines, and activity logs; initiate outbound email campaign sequences for loaded leads.
• AI-Assisted Synopsis & NetSuite Job Creation: Use Copilot and/or ChatGPT to generate project synopses from bid documents; create corresponding job records in NetSuite; file all documents in correct system locations per naming conventions.
• Executive Inbox Management & Communication Triage: Triage executive Outlook inbox daily per established SOP; categorize by priority, create Planner tasks, escalate urgent items via Teams, and generate end-of-day summaries using Copilot.
• SOP Documentation & Process Iteration: Execute all workflows against existing SOPs; document new processes as they are developed and iterated to build out the company's operational library.
• Opportunity Flagging & Escalation: Flag high-value bids, notable contacts, and time-sensitive deadlines directly to the executive for prioritized action; develop pattern recognition for ideal project profiles over time.

Benefits: Competitive salary Opportunity to shape the HR function of a rapidly growing BPO. Work closely with a team of industry leaders who have successfully scaled BPOs in the past. Career growth and development opportunities.

Please attach your CV and we will be in touch for a confidential chat. Let's do great things together!

This is a remote position.