Bid Coordinator

We are a leading commercial HVAC material supplier.  Our goal is to effectively promote HVAC equipment sales in the commercial construction market while delivering exceptional service to our customers.

·       Review and log incoming bid invitations, specifications, and drawings from mechanical contractors or engineers.

·       Identify applicable products and manufacturers to include in each project scope.

·       Request, collect, and consolidate pricing and technical information from multiple manufacturers.

·       Prepare, format, and submit accurate and complete quotations or proposals within established deadlines.

·       Track bid status and maintain up-to-date bid calendars and submission logs.

·       Maintain organized records of all bid documents, correspondence, and submitted quotations in CRM or shared drives.

·       Assist with data entry and project setup in the company’s estimating or CRM system.

·       Ensure all proposals align with company formatting standards and include required terms, exclusions, and conditions.

·       Identify recurring issues or process bottlenecks and propose improvements for bid efficiency and accuracy.

·       Assist with updating internal bid templates, pricing databases, and manufacturer contact information.

·      Spending significant time at a workstation and using a computer.

• Passionate about customer service
• Positive, energetic, and solution-oriented.
• Skilled in recognizing and capitalizing on opportunities.
• Driven by success.

• Strong understanding of HVAC systems, components, and mechanical drawings/specifications.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook); experience with CRM or estimating software preferred.
• Excellent organizational skills and attention to detail with the ability to manage multiple deadlines simultaneously.
• Effective written and verbal communication skills for interfacing with contractors, engineers, and manufacturers.

·       Technical Aptitude: Strong technical knowledge with attention to detail.

·       Organization and Time Management: Excellent organizational abilities and effective time management skills.

·       Software Proficiency: Proficient in Windows-based software, with basic math skills and strong written and verbal communication abilities.

·       Adaptability: Capable of working under pressure, managing multiple tasks, and thriving in a fast-paced environment, both independently and as part of a team.

• In office

• This role reports to the Head of Estimating