Job Summary
Velocity Unified Communications is seeking a dependable, organized, and professional Part-Time Office Manager / Project & Bid Coordinator to support daily office operations, administrative coordination, customer communication, scheduling, billing support, vendor communication, and project bid preparation.
This role is ideal for someone who is detail-oriented, comfortable working in a fast-paced technology service environment, and able to manage administrative responsibilities while also assisting with project intake, bid opportunity review, proposal preparation, and pre-sales coordination.
The Office Manager / Project & Bid Coordinator will help identify bid opportunities, gather project requirements, organize bid documents, coordinate estimates, prepare bid response materials, and help package information before it is handed off to the sales or management team.
This position requires strong communication skills, organization, follow-up ability, basic business writing skills, and the ability to manage multiple moving parts with accuracy and professionalism.
Candidates must currently live in Houston or the nearby surrounding area.
Key ResponsibilitiesOffice Administration
- Manage daily office operations and provide administrative support to company leadership.
- Answer phones, respond to emails, and communicate professionally with clients, vendors, contractors, and internal team members.
- Schedule service calls, project appointments, site visits, meetings, and follow-ups.
- Assist with dispatching technicians and coordinating client service requests.
- Maintain client records, vendor records, service tickets, job notes, and office documentation.
- Prepare, review, and send invoices, estimates, proposals, purchase orders, and customer communications.
- Assist with accounts receivable, payment follow-ups, billing questions, and basic bookkeeping support.
- Track office expenses, receipts, vendor bills, and project-related costs.
- Coordinate with vendors, carriers, suppliers, contractors, and business partners.
- Maintain office supplies, equipment, files, forms, and company records.
- Assist with payroll preparation, timesheets, mileage logs, job costing, and employee documentation.
- Help organize company calendars, task lists, project deadlines, and follow-up activities.
- Maintain confidentiality of company, employee, financial, bid, vendor, and client information.
Project Intake, Bid Response & Pre-Sales Coordination
- Search for and review bid opportunities, RFPs, RFQs, service requests, procurement postings, and project opportunities related to IT, telecom, VoIP, structured cabling, low-voltage, managed services, security cameras, access control, and network infrastructure.
- Review bid documents to identify scope of work, due dates, submission requirements, mandatory forms, insurance requirements, certifications, site walk dates, and project expectations.
- Gather project information from clients, vendors, procurement portals, drawings, site notes, specifications, and internal team members.
- Organize bid documents, drawings, addenda, pricing sheets, compliance forms, and project requirements for management review.
- Assist with preparing bid responses, proposal packages, pricing summaries, capability statements, company documents, and supporting attachments.
- Coordinate project information before handing it off to the sales or management team for final pricing, technical review, and approval.
- Track bid deadlines, pre-bid meetings, site visits, questions due dates, submission dates, and award notifications.
- Help prepare questions, clarifications, and document requests for project owners, general contractors, vendors, or procurement contacts.
- Maintain a bid tracking spreadsheet or CRM record for open opportunities, submitted bids, pending responses, awarded projects, and lost opportunities.
- Follow up on submitted bids, vendor quotes, project status updates, and client responses.
- Coordinate with suppliers and vendors to request pricing, product availability, lead times, and supporting documentation.
- Assist in gathering labor, material, subcontractor, and equipment information needed for estimates and proposals.
- Help ensure proposal packages are complete, professionally formatted, and submitted on time.
- Support the sales team by organizing qualified opportunities and preparing project information before the sales process begins.
- Maintain company templates for proposals, bid forms, scopes of work, capability statements, and project documentation.
Customer, Vendor & Project Support
- Support customer onboarding, new service setup, contract documentation, and account updates.
- Assist with move/add/change requests for phones, workstations, network drops, cabling, and office technology.
- Follow up with clients after completed service calls to confirm satisfaction and collect updates.
- Prepare reports, spreadsheets, client lists, vendor lists, bid logs, and operational summaries as needed.
- Help maintain organized digital files using cloud storage, CRM, ticketing, accounting, and office management systems.
- Support HR-related administrative tasks such as job postings, applicant screening, onboarding paperwork, and employee records.
- Help maintain a professional, organized, and productive office environment.
Required Skills
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Professional phone and email etiquette.
- Strong attention to detail and accuracy.
- Ability to multitask and manage changing priorities.
- Ability to read and organize project documents, scopes of work, bid requirements, and customer requests.
- Comfortable preparing professional emails, forms, spreadsheets, summaries, and proposal documents.
- Ability to track deadlines and follow up consistently.
- Basic understanding of invoicing, billing, accounts receivable, and office administration.
- Comfortable using computers, cloud applications, spreadsheets, email, and business software.
- Ability to work independently with limited supervision.
- Reliable, punctual, and professional.
- Strong customer service mindset.
- Ability to handle confidential client, financial, vendor, employee, and bid information.
Technology and Software Experience Preferred
Experience with any of the following is a plus:
- Microsoft Office: Word, Excel, Outlook, Teams, PowerPoint
- Microsoft 365
- QuickBooks or other accounting software
- CRM or ticketing systems
- Project management or scheduling tools
- Bid portals, procurement sites, RFP/RFQ platforms, or vendor portals
- Adobe Acrobat or PDF editing tools
- Google Workspace
- OneDrive, SharePoint, Dropbox, or Google Drive
- VoIP phone systems
- Proposal templates, estimate forms, and bid tracking spreadsheets
- Basic social media or marketing support tools
Requirements
- Prior office administration, office manager, executive assistant, customer service, dispatch, billing, project coordination, proposal support, or bookkeeping experience preferred.
- Experience reviewing bids, RFPs, RFQs, procurement documents, construction documents, or project scopes is preferred.
- Experience in a technology, telecom, construction, field service, managed services, or low-voltage company is a strong plus.
- Must currently live in Houston or a nearby surrounding area.
- Must have reliable transportation.
- Must be dependable, punctual, and able to work scheduled hours.
- Must be comfortable working in a small business environment.
- Must be able to maintain confidentiality and handle sensitive information professionally.
- Must have strong computer skills and the ability to learn new systems quickly.
- Must be able to communicate professionally with customers, vendors, contractors, procurement contacts, and internal team members.
Preferred Experience
- Office management: 1+ year preferred
- Administrative support: 1+ year preferred
- Customer service: 1+ year preferred
- Billing, invoicing, or bookkeeping: 1+ year preferred
- Scheduling or dispatching field technicians: preferred
- Bid response, RFP/RFQ review, proposal support, or project coordination: preferred
- Telecom, IT, construction, low-voltage, managed services, or field service experience: preferred
Compensation
Pay is $18.00 – $25.00 per hour, based on experience, software knowledge, administrative ability, billing experience, bid coordination experience, and ability to work independently.
Higher compensation may be considered for candidates with strong experience in QuickBooks, CRM systems, proposal preparation, RFP/RFQ responses, bid tracking, project coordination, dispatching, vendor coordination, bookkeeping, payroll support, or office management in a technical service business.
Schedule
- Part-time
- Monday to Friday
- Day shift
- Flexible schedule may be available
- Approximately 20–30 hours per week, depending on business needs
Work Location
- North Houston office
- Some remote administrative work may be available after training, depending on performance and business needs
Ideal Candidate
The ideal candidate is organized, professional, reliable, detail-oriented, and comfortable supporting a growing technology service company. This person should be able to communicate clearly, track deadlines, organize bid and project information, support customer and vendor communication, and help management stay organized.
This role is a strong fit for someone with experience in office administration, scheduling, billing, dispatch, bookkeeping, project coordination, bid response support, proposal preparation, or small business operations.
Equal Opportunity Employer
Velocity Unified Communications is an equal opportunity employer. We welcome qualified applicants from all backgrounds and are committed to maintaining a professional, respectful, and productive work environment.
Pay: $18.00 - $25.00 per hour
Application Question(s):
- Are you currently located in Houston or a nearby surrounding area?
- How many years of office administration or office management experience do you have?
- Do you have experience with invoicing, billing, accounts receivable, or bookkeeping?
- Do you have experience using QuickBooks, Microsoft Office, Excel, Outlook, or CRM systems?
- Do you have experience reviewing bids, RFPs, RFQs, procurement documents, or project scopes?
- Do you have experience preparing proposal documents, bid responses, estimates, or project summaries?
- Do you have experience tracking deadlines, following up with vendors, and organizing project documents?
- Do you have experience scheduling or dispatching technicians, contractors, or field service workers?
- Are you comfortable working part-time, approximately 20–30 hours per week?
- Do you have reliable transportation to work from our North Houston office?
- Have you worked in a telecom, IT, construction, low-voltage, field service, or managed services company before?
Work Location: In person
