Bid Coordinator

Brady Services•Greensboro, NC

About The Position

The Bid Coordinator manages and coordinates commercial HVAC plan-and-specification opportunities, from initial document intake through tracking and follow-up. The role serves as a central point of communication among Sales Engineers, contractors, and territory offices, ensuring timely and accurate handling of bid milestones, project documentation, and replacement equipment opportunities. The coordinator reviews mechanical plans and specifications, creates and maintains Salesforce opportunities, manages project files on the company network, and administers manufacturer warranty registrations and documentation. The position also supports sales teams with project information and documentation throughout the sales cycle, maintains project records and CRM data, assists with reporting and workflow improvements, and provides responsive, professional customer service. It works in a typical office environment, with occasional visits to other offices, plants, and jobsites.

Requirements

Associate degree in Business Administration, Construction Management, Engineering Technology, or a related field preferred; equivalent work experience is considered.
Two or more years of administrative, project coordination, construction, HVAC, or related industry experience preferred.
Strong proficiency with Microsoft Office, 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.
Strong organizational skills and ability to manage multiple projects and deadlines simultaneously.
Strong written and verbal communication skills.
High attention to detail and accuracy.
Proficiency with Microsoft Office programs, general computer familiarity, and ability to learn new software applications.
Typing speed of 50 to 70 words per minute with at least 95% accuracy.
Ability to read and write and communicate effectively with coworkers and customers; ability to understand and use technical information about products and systems.
Basic math skills, including basic operations using American money, weight, volume, and distance units and calculating discounts and percentages.
Ability to use common-sense reasoning to follow detailed written or oral instructions and handle problems involving abstract and concrete variables in a variety of situations.
Ability to pass drug screening and prove U.S. employment eligibility.

Nice To Haves

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

Responsibilities

Manage a high-volume Microsoft Outlook inbox supporting plan-and-specification bidding activities and inside-sales replacement requests for proposals.
Coordinate communications among sales engineers, project takeoff specialists, inside sales, HVAC contractors, and territory offices regarding bid-day requests, project updates, and replacement proposals.
Respond promptly to inquiries and distribute bid-related information to appropriate stakeholders.
Track bid deadlines and help ensure project opportunities are addressed within required timeframes.
Provide sales teams with project information, updates, and documentation throughout the sales cycle.
Download, organize, and review mechanical drawings, specifications, and project documents from bidding platforms, contractor portals, and customer-provided sources.
Analyze plans and specifications to identify equipment requirements and potential sales opportunities.
Extract project information such as bid dates, scope, equipment schedules, engineer of record, contractors, and project contacts.
Maintain accurate project records and documentation for sales and estimating teams.
Create and maintain project opportunities in Salesforce CRM, entering product details, partner information, bid dates, and milestones.
Maintain accurate and complete CRM records, monitor opportunity status, and provide progress updates through reports to sales engineers and management.
Organize and maintain plan-and-specification files on the company network; store documents accessibly using consistent naming conventions and folder structures; archive completed and inactive projects according to company procedures.
Process Mitsubishi Electric VRF extended warranty registrations using the manufacturer's software platform, verify information before submission, and maintain registration records and documentation.
Assist with reports, project tracking logs, and sales activity documentation.
Support departmental process-improvement and workflow-efficiency initiatives and perform other assigned administrative and project coordination duties.
Promote cooperation and teamwork, seek ways to improve processes and customer service, and continually improve personal performance.
Provide responsive, professional, and diplomatic customer service; answer correspondence promptly and pleasantly, communicate patiently, build long-term customer relationships, and promptly address customer concerns while involving other company personnel as needed.
Follow company safety programs, report non-compliance, and notify the Manager or Director of Safety about unsafe conditions.