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 team members 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.

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 individuals

with disabilities to perform the essentials functions. This position primarily operates in a professional office environment with standard office equipment such as computers, phones, copiers, and filing systems.  The role requires frequent interaction with team members, customers, and vendors both in person and electronically.  The work environment is fast-paced and deadline-driven, requiring a high degree of accuracy and attention to detail.  Occasional visits to job sites, warehouses, or customer locations may be required.

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 job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essentials functions.

• Regularly required to sit for extended periods, use hands and fingers to operate computers, phones and other office equipment.
• Frequently required to stand, walk, reach with hands and arms, and communicate clearly in person or via phone/email.
• Must be able to lift and/or move up to 25 pounds regularly and up to 50 pounds occasionally.