Bid Coordinator

Texas AirSystems • Houston, TX

23h

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 ensures bid information is accurately managed, documented, and communicated to internal teams and customers in a fast-paced, high-volume environment.

The position primarily operates in a professional office environment 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. The role may require overtime or non-standard hours as needed.

Requirements

• High school diploma or GED.
• Two to three years of administrative or coordination experience.
• Strong interpersonal, verbal, and written communication skills.
• Customer-service focus, including 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 multitask and 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.

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 bid records for each project.
• Manage and update bid lists, 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 the VP of Sales.

What This Job Offers

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