Bid Coordinator

About the role

The Bid Coordinator is responsible for managing and coordinating commercial HVAC plan and specification opportunities from the initial document intake through tracking and follow up. This role serves as a central point of communication between Sales Engineers, contractors, and territory offices. The coordinator reviews mechanical plans and specifications, creates and maintains opportunities within Salesforce CRM, manages project files on a shared company network, and administers manufacturer warranty registrations and documentation.

Responsibilities

• Manage a high volume Microsoft Outlook inbox to support daily plan and specification bidding activities and inside sales replacement requests for proposals.
• Cook up communication between sales engineers, project takeoff specialist, inside sales, HVAC contractors, and territory offices regarding bid day requests, project opportunity updates, and replacement proposals.
• Respond promptly to inquiries and ensure all bid-related information is distributed to appropriate stakeholders.
• Track bid deadlines and assist in ensuring project opportunities are addressed within required timeframes.
• Support sales teams by providing project information, updates, and documentation throughout the sales cycle.
• Plan and Specification Review
• Download, organize, and review mechanical drawings, specifications, and project documents from bidding platforms, contractor portals, and customer provided sources.
• Analyze project plans and specifications to identify equipment requirements and potential sales opportunities.
• Extract relevant project information including bid dates, project scope, equipment schedules, engineer of record, contractors, and project contacts.
• Maintain accurate project records and documentation for sales and estimating teams.
• Salesforce CRM Management
• Create and maintain project opportunities within Salesforce CRM.
• Enter opportunity product details, partner information, bid dates, and opportunity milestones.
• Ensure CRM data integrity by maintaining accurate and complete project records.
• Monitor opportunity status and provide updates via reporting to sales engineers and management as projects progress.
• Document & File Management
• Organize and maintain plan and specification files on the company’s local server network.
• Ensure project drawings, specifications, addenda, and related documents are properly stored and easily accessible.
• Maintain consistent file naming conventions and folder structures.
• Archive completed and inactive projects according to company procedures.
• Warranty Program Administrator
• Process Mitsubishi Electric VRF extended warranty registrations using the manufacturer's software platform.
• Verify equipment and project information for accuracy prior to warranty submission.
• Maintain records of warranty registrations and related documentation.
• Administrative Support
• Afford to generate reports, project tracking logs, and sales activity documentation.
• Support departmental initiatives related to process improvement and workflow efficiency.
• Perform other administrative and project coordination duties as assigned.
• Teamwork
• Demonstrate and promote a spirit of cooperation and teamwork throughout the Company.
• Continually look for ways to improve our processes and ability to serve our customers effectively.
• Improve personal performance on a continual basis.
• Customer Service
• Provide responsive, professional and diplomatic customer service.
• Answer customer emails and correspondence quickly and pleasantly.
• Communicate with customers in a friendly, professional, and patient manner.
• Perform all duties with the goal of building and maintaining long-term customer relationships.
• Immediately address any customer’s concern and requests the involvement of other Company personnel as required.

Qualifications

• Associate degree in Business Administration, Construction Management, Engineering Technology, or related field preferred; equivalent work experience considered.
• 2+ years of administrative, project coordination, construction, HVAC, or related industry experience preferred.
• Strong proficiency with Microsoft Office Suite, particularly Outlook, Excel, and Word.
• Experience with Salesforce CRM or similar customer relationship management software.
• Ability to read and interpret construction documents, mechanical plans, and specifications.
• Excellent organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Strong written and verbal communication skills.
• High level of attention to detail and accuracy.

Preferred Qualifications

• Experience in the HVAC, mechanical contracting, engineering, or construction industry.
• Familiarity with commercial construction bidding processes and plan-and-specification sales.
• Experience working with network file management systems and document control procedures.

Required Qualifications

• Associate degree in Business Administration, Construction Management, Engineering Technology, or related field preferred; equivalent work experience considered.
• 2+ years of administrative, project coordination, construction, HVAC, or related industry experience preferred.
• Strong proficiency with Microsoft Office Suite, particularly Outlook, Excel, and Word.
• Experience with Salesforce CRM or similar customer relationship management software.
• Ability to read and interpret construction documents, mechanical plans, and specifications.
• Excellent organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Strong written and verbal communication skills.
• High level of attention to detail and accuracy.