Bid Specialist

AirReps•Spokane, WA

14h•$80,168 - $85,000

About The Position

AirReps, a division of Daikin Comfort Technologies North America, is seeking a Bid Specialist in Spokane, Washington. The Bid Specialist – Applied Rep manages bids for HVAC equipment and systems, supporting the sales team by interpreting bid documents, coordinating pricing, identifying scope, and ensuring accurate, timely submissions. The role requires deep HVAC knowledge to ensure bids are complete and to recommend alternative parts when needed. The position manages assigned bids from invitation through final submission, reviews plans and specifications for scope and compliance, coordinates information and documentation across sales, engineering, project managers, contractors, and customers, and maintains bid records and timelines. It works independently with general supervision and performs a range of mainly straightforward assignments. The role reports to the Director and does not manage people. The company describes itself as a provider of commercial HVAC solutions and offers training and career growth opportunities. Benefits for full-time direct hires are effective on day one. Qualified applicants must be legally authorized to work in the United States without current or future employer-sponsored work authorization.

Requirements

3–5 years of related experience and/or training, or an equivalent combination of education and experience.
Knowledge of different types of HVAC systems and their components.
Industrial, commercial, and multi-family experience required.
Ability to read and comprehend blueprints.
Experience managing client relationships in a complex, fast-paced environment, including communicating directly with clients.
Clear, concise, and professional verbal and written communication skills, including effective listening.
Ability to review mechanical schedules and specifications to identify products and basis of design.
Strong analytical and problem-solving skills, with a high level of attention to detail and accuracy.
Effective organizational and time-management skills, including the ability to prioritize and multitask.
Proficiency with keyboarding and MS Office applications, including Outlook, Excel, Word, and PowerPoint; ability to use email and calendar scheduling and create and update spreadsheets.
Process-focused and reliable.
Must be able to perform essential responsibilities with or without reasonable accommodations.
Must be legally authorized to work in the United States and not require employer-sponsored work authorization now or in the future.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

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 required products and provide alternatives when 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 the Account Executive.
Compile and submit quotes to the bidders list as directed by the Account Executive.
Create and maintain job and bid logs, deadlines, and submission statuses in the database and bid calendar.
Send meeting requests and 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.
Manage multiple bids, interpret specifications, and advise internal sales team members on bid requirements.
Communicate with contractors, engineers, and the 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.
Perform other tasks as assigned.