Bid Coordinator

Summary: The Bid Coordinator plays a key role in supporting the Sales team by managing equipment bid processes from the initial request through project award. This position requires a detail-oriented and customer-focused individual with exceptional organizational skills and the ability to thrive in a fast-paced, high-volume environment. The Bid Coordinator ensures all bid information is accurately managed, documented, and communicated to both internal teams and customers. Essential Duties and Responsibilities: • Review all bid notifications with Account Executives to determine eligibility and capacity to bid. • Create, organize, and maintain bid software entries and bid folders in alignment with Texas AirSystems standards. • Download, print, and prepare all project documents for approved bid opportunities. • Coordinate with Account Executives and Estimators to confirm bid due dates and requirements. • Maintain communication with potential bidders and respond to inquiries regarding bid status. • Track and document all bidders and maintain accurate bid records for each project. • Manage ad update the bid list, ensuring job information and bidder data are accurate and current. • Upload, distribute, and track quotes provided to bidders. • Provide regular updates on bid activity and coordinate status reports with VP of Sales. Competencies • Attention to Detail – Demonstrates accuracy and thoroughness in all work, ensuring bid data, documentation, and communications are precise and complete. • Customer Focus – Builds strong relationships with internal and external customers, providing responsive and professional service. • Organization and Planning – Manages multiple priorities and deadlines effectively while maintaining structured systems and processes. • Communication – Communicates clearly and professionally in both verbal and written forms; listens actively and shares information effectively with tea ---------- mbers and customers. • Team Collaboration – Works cooperatively with others across departments to achieve shared goals and support business needs. • Initiative and Accountability – Takes ownership of responsibilities, follows through on commitments, and proactively identifies solutions to challenges. • Adaptability – Adjusts effectively to changing priorities, conditions, and requirements in a fast-paced environment. • Technical Proficiency – Demonstrates comfort with technology, including Microsoft 365 and manufacturer pricing tools, and learns new systems quickly. • Professionalism – Maintains a positive, respectful, and service-oriented demeanor in all interactions. Education/Experience: • High school diploma or GED required; associate degree or coursework in Business Administration or related field preferred. • 2–3 years of administrative or coordination experience; prior exposure to a sales or construction environment preferred. • Strong interpersonal, verbal, and written communication skills. • Demonstrated customer service focus with consistent follow-up and responsiveness. • Intermediate proficiency in Microsoft 365 (SharePoint, Outlook, Excel, Word). • Exceptional attention to detail, organization, and accuracy in data entry. • Ability to multi-task and manage multiple bids and projects simultaneously. • Strong time management and prioritization skills in a dynamic, deadline-driven environment. • Professional demeanor with the ability to work both independently and collaboratively. • Basic mechanical aptitude and willingness to learn HVAC-related product and manufacturer software. • Flexibility to work overtime or non-standard hours as needed. • Experience in the commercial HVAC industry or related technical field is preferred. • Familiarity with manufacturer selection and pricing software is preferred.