What are the responsibilities and job description for the Virtual Assistant position at Attendants, inc.?
About Attendants LLC:
Attendants LLC is a Nashville-based, SBE-certified construction management and facility services company serving federal, state, local, and commercial clients. We work as both prime and subcontractor on projects ranging from high-rise construction cleaning and Division 9 & 10 trades to federal janitorial and facility maintenance contracts. Our clients and partners include some of the nation's top general contractors and federal agencies.
We're a growing small business competing — and winning — in the government contracting space. We need a sharp, organized, self-driven Virtual Assistant to help us pursue and win more contracts.
The Role:
You'll be the engine behind our bid pipeline. Your job is to keep opportunities flowing, subcontractors engaged, and nothing falling through the cracks. This is a real-impact role: the work you do directly determines whether we win contracts.
What You'll Do:
Opportunity & Lead Generation
Monitor SAM.gov, state/local procurement portals, and GC bid boards daily for opportunities matching our NAICS codes and capabilities
Screen solicitations for fit (set-asides, scope, location, bonding requirements) and flag the best ones with a short summary
Track amendments, Q&A deadlines, site visit dates, and proposal due dates
Subcontractor Outreach
Call and email subcontractors to solicit quotes for active bids
Distribute redacted solicitation packages, collect pricing, and follow up until quotes are in hand
Maintain and grow our subcontractor database by trade and region
Ensure all outreach follows our non-circumvention and all-inclusive pricing requirements
Communication with Contracting Officers & GCs
Draft and send professional emails to contracting officers (RFIs, clarification questions, status inquiries, post-award follow-ups)
Follow up on submitted bids, stalled contract executions, and pending awards
Coordinate with general contractor estimating teams on subcontract opportunities
Organization & Admin
Build and maintain spreadsheets: bid trackers, pricing comparisons, subcontractor logs, pipeline reports
Keep proposal files, certifications, and past performance documents organized and ready
Prepare bid calendars and weekly pipeline summaries for the Principal
Assist with proposal assembly: formatting, forms, compliance checklists
Who You Are
Excellent phone presence — comfortable making cold and warm calls to subcontractors and government offices
Strong written communication; you can draft a professional email to a federal contracting officer without hand-holding
Highly organized with strong Excel/Google Sheets skills (formulas, sorting, clean formatting)
Self-managing: you follow up relentlessly without being reminded
Familiarity with SAM.gov, government solicitations, or construction bidding is a strong plus (we'll train the right person)
Available during U.S. business hours (Central Time)
Nice to Have
Experience with GovCon terms: RFQ, RFP, IDIQ, set-asides, LPTA, sources sought
Construction or facility services industry background
CRM or pipeline tool experience
Compensation
Competitive hourly rate based on experience, with performance incentives tied to contract wins. Start part-time (15–20 hrs/week) with a clear path to full-time as the pipeline grows.
How to Apply
- Message me directly on LinkedIn or send your resume and a short note about your relevant experience to obi@attendantsinc.com. Bonus points if you include one example of how you've kept a busy pipeline or project organized.