Jessica Stoute
Spring,TX
Summary
Results-driven professional with significant experience in bid coordination. Skilled in managing proposal processes, aligning resources, and meeting tight deadlines. Strong emphasis on collaboration, adaptability, and achieving successful outcomes. Known for effective communication, organizational prowess, and strategic thinking. Reliable team player who thrives in dynamic environments.
Overview
10
10
years of professional experience
Work History
Bid Coordinator
TRS Roofing Systems
02.2025 - Current
- Own and manage the end-to-end proposal process for commercial roofing projects, from initial RFP/ITB release through to final submission and delivery.
- Monitor and filter the central bid inbox to identify high-value opportunities, ensuring Invitations to Bid (ITBs) align with company capacity and specialized expertise.
- Serve as administrator for Quickbase, ensuring all lead data, bid statuses, and project milestones are updated in real-time for leadership reporting and sales forecasting.
- Act as the lead for document distribution and project tracking across industry-standard platforms including Procore, BuildingConnected, ConstructConnect, etc.
- Review complex client specifications and architectural requirements to ensure 100% proposal compliance; oversee document design and layout to maintain brand-aligned professional presentation.
- Collaborate with estimating teams to draft technical narratives and project-specific descriptions that highlight unique value propositions and technical capabilities.
- Initiate direct calls and submit formal Requests for Information (RFIs) to general contractors and vendors to secure critical technical data and project clarifications.
- Stay informed on and communicate evolving client requirements to ensure all proposals align with specific standards necessary to maintain desired manufacturer warranties.
- Bridge communication between Estimating, Sales, and Production departments to ensure all bid deadlines are met while maintaining high quality and accuracy standards.
Project Assistant
Advanced Aquarium Technologies
05.2023 - 02.2025
- Prepare estimates and develop budget proposals for scopes including acrylic viewing panels, FRP tanks, theming, life support systems, and waterproofing for zoos and aquariums.
- Prepare sales forecasts and help develop a pricing simulator and an effective sales forecast model.
- Work daily with a CRM to manage client relationships and project data.
- Prepare marketing materials and manage arrangements for trade shows, conferences, and other promotional events.
- Procure necessary items for projects, ensuring timely and cost-effective acquisition.
- Coordinate and build strong relationships with clients, providing budget guidance and project updates.
- Create and manage purchase orders to ensure timely procurement of supplies.
- Create and log change orders to document project modifications and ensure accurate tracking.
- Review architectural drawings and plans, ensuring accurate implementation.
- Review contracts and make necessary changes to protect the company’s interests.
- Adhere to schedules and deadlines, ensuring timely project completion.
- Prepare competitive pricing strategies, staying informed about industry trends and competitor pricing.
- Collaborate closely with the Project Manager and Business Development teams to ensure project alignment.
- Work with customs and logistics to ensure timely arrival of materials, equipment, and products.
- Conduct proposal reviews and participate in client meetings to discuss project progress.
- Knowledgeable in reading FEA (Finite Element Analysis) reports and engineering charts.
Project Coordinator
Natural Graphics
04.2022 - 05.2023
- Collaborate with the Account Executive Team, Design Departments, and Production Department to ensure seamless project execution from inception to installation.
- Procure information from clients, vendors, and consultants to prepare comprehensive sign package take-offs, proposals, and schedules.
- Conduct Sign Code Research and prepare and file permit applications, navigating codes that vary from state to state and county to county.
- Oversee projects from the proposal stage through to the production phase, ensuring all milestones are met.
- Conduct regular project status meetings to keep all stakeholders informed and address any issues promptly.
- Work with architectural plans and drawings daily to ensure accurate and precise project implementation.
- Prepare proposals for the Account Executive Team, ensuring all necessary information is included and presented clearly.
- Carefully check all projects for errors and discrepancies before putting them into production, maintaining high quality and accuracy standards.
- Help clients establish brands through graphic design knowledge, research of demographics, and other relevant factors.
- Perform administrative duties, including fielding calls and filling in for the Office Manager as needed.
- Occasionally travel overnight to manage on-site project coordination and client meetings.
Office Manager/Business Development/Admin
All-Tex Inspections
04.2019 - 04.2022
- Provide full administrative support for team of inspectors as well as a remote call center.
- Prioritize call center inquiries, scheduling, overflow, and escalations.
- Increase profitability by building strategic partnerships through networking and marketing.
- Screen potential candidates, conduct interviews and induct new hires.
- Identify and collect past due payments.
- Oversee employee data and collect information to calculate wages, prepare paychecks and maintain accurate payroll records.
- Monitor relationships with new and existing customers through CRM system.
- Assist with organizing promotional events to reach prospective customers.
- Conduct market research to follow trends and competition.
- Track individual and team metrics: productivity, revenue.
- Organize, develop, and instruct continuing education courses adhering to the guidelines set by the Texas Real Estate Commission.
- Review reports with customers to ensure understanding, address questions and consult accordingly.
Admin/Distribution Admin
Behr Process Corporation
01.2018 - 04.2019
- Load planning and scheduling for our Southwestern region Walmart accounts.
- Provide full administrative support for distribution center.
- Ensure on time deliveries of different distribution centers across the US.
- Coordinate and organize department meeting and conferences including meeting venue, catering requirements, setting up A/V equipment and flip charts, and tending to other requirements of department meetings.
- Undergo training on distribution programs with aim to support distribution team in peak periods.
- Communicate all customer deliveries in a professional, warm, and engaging both over phone and by email.
- Handle logistical issues with a sense of urgency.
- Track stock of office supplies and place orders when necessary.
- Coordinate office activities and operations to secure efficiency and compliance to company policies.
- Manage phone calls and correspondence (e-mail, letters, packages, etc.).
- Create and update records and databases with personnel, financial and other data.
- Submit timely reports and prepare presentations/proposals as assigned.
- Coordinates any required repairs to office equipment.
- Regularly review progress on standard department deliverables and take appropriate action to ensure timely completion of all department tasks.
- Store, retrieve, and disseminate information for all staff and clients.
Exceptions Specialist/Loss Mitigation
Mercedes-Benz Financial Services
09.2016 - 12.2017
- Review and monitor total loss and deficient balance queues daily.
- Accurately document account activity in the computer system.
- Assist insurance adjusters with requests, questions and problems regarding any pending claim settlements. Initiate contact with customers or agencies in an effort to negotiate payments or to satisfy any deficiency balances.
- Recommend settlements as circumstances warrant.
- Confirm all vehicle information and options
- Complete vehicle valuation and contact insurance companies or account holders to discuss figures and negotiate settlement.
- Approve settlement offer and request all required paperwork, per state guidelines
- Adhere to all compliance requirements.
- Contact charge off account customers to recover losses using payments arrangements, balance in full or settlements.
- Work closely with agents as needed to be effective and increase recovery.
- Perform all other duties as assigned to provide business continuity within the servicing center environment, the organization and to provide excellent customer service to both internal and external customers.
Education
Business Administration Candidate
UNIVERSITY OF HOUSTON
HOUSTON, TX12-2012
Skills
- Deadline management
- Document management
- Financial forecasting
- Proposal writing
- Pricing analysis
- Teamwork and collaboration
- Time management
- Attention to detail
- Multitasking
- Product knowledge
- Task prioritization
- Self motivation
Timeline
Bid Coordinator
TRS Roofing Systems
02.2025 - Current
Project Assistant
Advanced Aquarium Technologies
05.2023 - 02.2025
Project Coordinator
Natural Graphics
04.2022 - 05.2023
Office Manager/Business Development/Admin
All-Tex Inspections
04.2019 - 04.2022
Admin/Distribution Admin
Behr Process Corporation
01.2018 - 04.2019
Exceptions Specialist/Loss Mitigation
Mercedes-Benz Financial Services
09.2016 - 12.2017
Business Administration Candidate
UNIVERSITY OF HOUSTON