RFP & Contract Compliance Administrator

Mission Statement

As a Mannington Associate I am expected to conduct myself in a manner which supports the company's values and philosophy, while performing in the best interest of my fellow associates. I am expected to contribute to our mission statement: to be the best people to do business with in the flooring industry.

Position Summary

The RFP & Contract Compliance Administrator is responsible for leading the end-to-end RFP process, overseeing contract compliance, and supporting all documentation and reporting related to government, institutional, and strategic account contracts. This role ensures the timely, accurate, and compliant preparation of proposal responses, maintains compliance documentation, and collaborates cross-functionally to support the sales organization's contract and program needs.

Key Responsibilities

• RFP Administration
• Lead the full lifecycle of RFPs: receive invitations, analyze requirements, coordinate meetings, assign responsibilities, and manage timelines to ensure on-time, high-quality submissions.
• Draft, edit, and assemble proposal content, including technical responses, bid summaries, pricing documents, and supporting collateral.
• Collaborate with sales, marketing, product, and legal teams to gather input and ensure accuracy and compliance.
• Maintain and update RFP information in Salesforce and other tracking systems.
• Proofread and ensure completeness, clarity, and compliance of all proposal submissions.
• Respond to follow-up questions and requests from customers and internal stakeholders related to RFPs.
• Oversee Contract Compliance
• Review contract terms and conditions related to RFPs and strategic accounts, identifying key points of concern and working with management and legal to recommend counter language or terms.
• Prepare and propose redlines for contracts and agreements, collaborating with management for final negotiation.
• Maintain compliance documentation, certifications, and membership listings required for contracts.
• Ensure all contract renewals, amendments, and supporting documents are current and organized.
• Monitor and communicate contract obligations, milestones, and reporting requirements to relevant stakeholders.
• Support the maintenance of government and institutional contracts (GSA, Sourcewell, state/local).
• Collaboration & Communication
• Communicate contract terms, compliance requirements, and program updates to internal teams and field sales.
• Coordinate with sales, legal, and operations to ensure seamless onboarding and management of strategic accounts.
• Prepare and distribute internal communications regarding proposal status, contract updates, and compliance changes.
• Reporting & Continuous Improvement
• Prepare and distribute regular compliance and RFP status reports.
• Analyze RFP and compliance processes to identify areas for automation and efficiency.
• Stay current on industry regulations, compliance best practices, and evolving customer requirements.
• Field Tech Department Support
• Serve as a primary liaison to the Field Tech Department for RFP- and contract-related items, ensuring technical project requirements are accurately reflected in proposals and agreements.
• Provide ongoing contract and compliance guidance to Field Tech leadership and associates, including documentation support for field projects, installations, and service initiatives
• Coordinate communication of relevant contract terms, pricing structures, and program changes to the Field Tech Department to support effective planning, scheduling, and execution of field work.
• Partner with Field Tech and Commercial Sales Operations to identify and address recurring field issues related to RFP commitments or contract language, driving continuous improvement in processes and customer experience.
• Provide assistance to Technical Service Department in answering phone calls and emails from Mannington's internal personnel as well as external end users, installers, maintenance professionals, etc.
• Provide assistance to Technical Service Department in writing and editing specifications, installation instructions, maintenance guidelines, and similar materials as well as updating the Pimcore site housing Mannington's product data.
• Assist Mannington's end users and internal personnel with sustainability related information on Mannington's products and operations.

Qualifications

• Bachelor's degree in Business, Communications, Legal Studies, or related field preferred.
• 3+ years' experience in RFP management, contract administration, or compliance roles.
• Strong knowledge of RFP processes, contract terms, and compliance documentation.
• Experience with Salesforce, SAP, and Microsoft Office Suite.
• Excellent project management, organizational, and communication skills.
• Detail-oriented, proactive, and able to manage multiple priorities and deadlines.
• Ability to work collaboratively across departments and with external partners.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions.
While performing the duties of this job, the employee is regularly required to remain in a stationary position for extended periods, communicate effectively, and operate office equipment such as computers and telephones. The employee may occasionally need to move about the office to access files or office supplies, position self to maintain files, and lift or move items up to 25 pounds. Visual acuity is required for preparing and analyzing data and reports.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions.
This position typically operates in a quiet office environment. The employee may occasionally be exposed to moderate noise levels associated with business operations.

Mannington Mills is an Equal Opportunity Employer and maintains a drug and tobacco free workplace. All qualified applicants will receive consideration for employment without regard to any legally protected status.