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TYPE OF WORK
Full Time
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SALARY
$700/month
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HOURS PER WEEK
40
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DATE UPDATED
Mar 23, 2026
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
• 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.
