Bid Coordinator

Texas AirSystems • Houston, TX

1d • Onsite

About The Position

The Bid Coordinator supports the Sales team by managing equipment bid processes from the initial request through project award. This detail-oriented, customer-focused role manages bid information, documentation, and communication for internal teams and customers in a fast-paced, high-volume environment. The position primarily operates in a professional office setting and involves frequent interaction with team members, customers, and vendors in person and electronically. Occasional visits to job sites, warehouses, or customer locations may be required.

Requirements

• High school diploma or GED.
• 2–3 years of administrative or coordination experience.
• Strong interpersonal, verbal, and written communication skills.
• Customer-service focus with consistent follow-up and responsiveness.
• Intermediate proficiency in Microsoft 365, including SharePoint, Outlook, Excel, and Word.
• Exceptional attention to detail, organization, and accuracy in data entry.
• Ability to manage multiple bids and projects simultaneously.
• Strong time management and prioritization skills in a dynamic, deadline-driven environment.
• Professional demeanor and ability to work independently and collaboratively.
• Basic mechanical aptitude and willingness to learn HVAC-related products and manufacturer software.
• Flexibility to work overtime or non-standard hours as needed.
• Ability to lift and/or move up to 25 pounds regularly and up to 50 pounds occasionally.

Nice To Haves

• Associate degree or coursework in Business Administration or a related field.
• Prior exposure to a sales or construction environment.
• Experience in the commercial HVAC industry or a related technical field.
• Familiarity with manufacturer selection and pricing software.

Responsibilities

• Review bid notifications with Account Executives to determine eligibility and capacity to bid.
• Create, organize, and maintain bid software entries and bid folders according to company standards.
• Download, print, and prepare project documents for approved bid opportunities.
• Coordinate with Account Executives and Estimators to confirm bid due dates and requirements.
• Communicate with potential bidders and respond to inquiries about bid status.
• Track and document bidders and maintain accurate records for each project.
• Update the bid list and ensure 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 the VP of Sales.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED