Bid Specialist

Daikin•Spokane, WA

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 the bid process for HVAC equipment and systems, supporting the sales team by interpreting bid documents, coordinating pricing, identifying scope, and ensuring accurate and timely submissions. The role requires in-depth HVAC knowledge to ensure bids are complete and to recommend alternative parts when needed. The position manages assigned bids from invitation through submission, reviews plans and specifications for scope and compliance, coordinates information and documentation across sales, engineering, and project management, and maintains bid records and communications. It also supports process improvements, CRM updates, and sales pipeline tracking. The role works independently with general supervision and has no people-management responsibilities. The position is in Spokane, Washington. The company describes available training and career growth opportunities, and says benefits are effective on day one for full-time direct hires. 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.
Demonstrated 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.
Keyboarding proficiency and proficiency with 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 without 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 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 containing 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 sales team members about bid requirements and clarifications.
Serve as a central communication point 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.