Bid Specialist

Bid Management & Compliance

Manage assigned HVAC bids from invitation through final submission. Review and interpret plans, specifications, schedules, and bid instructions to determine scope and compliance requirements. Review mechanical schedules and specifications to identify products required for each bid. Provide alternatives to products if necessary. Track addenda, scope changes, and bid revisions throughout the bid cycle. Establish bid timelines, prioritize competing deadlines, and coordinate internal deliverables with minimal supervision. Evaluate bid requirements to determine necessary documentation, certifications, and compliance forms. Coordinate with sales, engineering, and project managers to gather required information. Submit substitution requests as directed by Account Executive. Compile and submit quotes to bidders list as directed by Account Executive. Document Control

• Create and maintain job and bid logs, deadlines, and submission statuses in database and bid calendar.
• Send meeting requests, with documentation, to the appropriate Account Executive as determined by the assigned mechanical engineer, functional area, or equipment needed on the job.
• Maintain organized SharePoint bid folders with drawings, schedules, addenda, and correspondence.
• Track and archive submitted bids for future reference and reporting.

Communication & Coordination

Manage multiple bids, interpreting specifications, and advising internal sales team members on bid requirements. Communicate clearly with contractors, engineers, and sales team regarding bid requirements and clarifications. Serve as a central point of communication between sales, engineering, and customers. Recommend improvements to the bid process, templates, and documentation standards to improve efficiency and accuracy. Support CRM updates and sales pipeline tracking.

Nature & Scope

Applies practical knowledge of job area typically obtained through advanced education and work experience. Encouraged to seek continuous improvements. Performs a range of mainly straightforward assignments. Works independently with general supervision. Problems faced are difficult but not typically complex. Knowledge & Skills

• Knowledge of different types of HVAC systems and their components
• Industrial, commercial and multi-family experience required
• Demonstrated experience managing client relationships in a complex, fast-paced environment including the ability to communicate directly to clients
• Clear, concise, and professional verbal and written communication skills including effective listening
• Strong analytical and problem-solving skills, including high level of attention to detail and accuracy
• Effective organizational and time management skills, including ability to prioritize and multi-task
• Proficiency with keyboarding skills, MS Office – Outlook, Excel, Word, PowerPoint; Ability to use email, calendar scheduling, creating and updating spreadsheets

Experience & Education

• Experience 3 - 5 years related experience and/or training; or equivalent combination of education and experience.
• Bachelor's Degree is preferred

People Management

No Physical Requirements / Work Environment Must be able to perform essential responsibilities with or without reasonable accommodations

Work Environment

The Company provides equal employment opportunity to all employees and applicants regardless of a person’s race, color, religion (including religious dress or grooming practices), creed, national origin (including language use restrictions), citizenship, uniform service member or veteran status, ancestry, disability, physical or mental disability (including HIV/AIDS), medical condition (including cancer and genetic characteristics), genetic information, request for protected leave, marital status, sex, pregnancy, age (over 40), sexual orientation, gender, gender identity or expression, political affiliation, or any other characteristic protected by law. The Company will comply with all federal and state regulations and statutes about individuals with disabilities. #IND123