Virtual Assistant

About Attendants LLC

Attendants LLC is a Small Business Enterprise (SBE)-certified construction management and facility services company based in Nashville, Tennessee. We provide services for federal, state, local, and commercial clients, acting as both prime and subcontractor on projects including high-rise construction cleaning, Division 9 & 10 trades, and facility maintenance contracts for federal entities. Our client base features top general contractors and federal agencies nationwide.

The Role

We are seeking a highly organized, self-driven Virtual Assistant to support our growing business by managing and accelerating our government contract bid pipeline. This role plays a crucial part in ensuring a steady flow of opportunities, engaging subcontractors, and maintaining flawless organizational processes, directly impacting our contract acquisition success.

Key Responsibilities

• Regularly monitor SAM.gov, state and local procurement portals, and general contractor bid boards to identify opportunities aligned with our NAICS codes and capabilities.
• Assess solicitations for suitability considering factors such as set-asides, scope, location, and bonding requirements, and provide concise summaries of prime opportunities.
• Track bids including amendments, question and answer deadlines, site visits, and proposal submission dates to maintain up-to-date schedules.
• Contact subcontractors via phone and email to request quotes, distribute redacted solicitation documents, and follow up persistently until all necessary pricing information is collected.
• Maintain and expand the subcontractor database categorizing by trade and geographic region, adhering to non-circumvention and pricing policies.
• Draft professional correspondence to contracting officers including requests for information, clarifications, status inquiries, and follow-up communications after awards.
• Coordinate with general contractor estimating teams regarding subcontracting opportunities to aid proposal development.
• Create and manage bid tracking spreadsheets, pricing comparisons, subcontractor logs, and pipeline status reports with accurate, clean formatting.
• Organize proposal files including certifications and records of past performances, ensuring readiness for submission.
• Prepare bid calendars and weekly updates for leadership to provide clarity on pipeline status.
• Assist in proposal assembly tasks such as formatting documents, completing forms, and verifying compliance checklists.

Ideal Candidate Attributes

• Comfortable and skilled in telephone communications including cold and warm calls to subcontractors and government personnel.
• Strong written communication skills with the ability to compose professional emails to federal contracting officers without oversight.
• Highly organized, proficient in Excel or Google Sheets with skills including formulas, sorting, and producing cleanly formatted documents.
• Self-motivated and able to follow up consistently and independently without reminders.
• Preferably familiar with SAM.gov, government solicitation processes, or bidding in the construction sector; training available for the motivated candidate.
• Available to work during U.S. Central Time business hours.

Desirable Experience

• Understanding of government contracting terminology such as RFQ, RFP, IDIQ, set-asides, LPTA, and sources sought.
• Background in construction or facility management services.
• Experience using CRM or bidding pipeline management tools.

Compensation and Work Schedule

Compensation includes a competitive hourly wage determined by experience, along with performance incentives linked to contract wins. The position will start on a part-time basis, approximately 15 to 20 hours per week, with opportunities to transition to full-time workload as the contracts pipeline expands.