Bid Coordinator (Admin)

PENBROTHERS; Philippines; On-site; PHP 357,000 - 536,000; Full time

Benefits offered by this job

Meaningful work & growth

Employee as our biggest asset

Global reach & local impact

Powering global startups

Job summary

Penbrothers is seeking a detail‑oriented Bid Coordinator to join the Estimating Department. This role focuses on bid administration, document management, project tracking, and reporting to keep bids accurate and on schedule.

Training will be provided; no prior mechanical experience necessary. You will work with MS Office tools to organize drawings, specifications, and RFPs across multiple projects while maintaining high standards of organization and efficiency.

Qualifications

• A proven track record of managing complex tasks with extreme attention to detail.
• Ability to meet demanding deadlines and prioritize a heavy workload independently.
• Excellent written and verbal communication skills, including professionalism on phone and video conferencing platforms.
• Capacity to work effectively under pressure in a fast-paced environment.

Responsibilities

• Bid Administration: Review and organize emails by bid dates, upload mechanical drawings/specifications, and ensure all RFPs are processed timely.
• Document Management: Maintain comprehensive libraries for specifications and drawings, ensuring every submission is accurate and compliant with guidelines.
• Project Tracking: Manage regional workload calendars and prioritize multiple concurrent projects.
• Reporting: Monitor project progress and provide regular status updates to the Estimating Department Manager.

Skills

Administrative Excellence

Time Management

Communication

Adaptability

Self-Motivation

Tools

Outlook

Word

Excel

Job description

About Penbrothers

Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own home

About the Client

The client is a nationwide provider specializing in HVAC, kitchen ventilation surveys, and Demand Control Kitchen Ventilation (DCKV) installations. They focus on delivering high-quality field data and seamless operational execution across a diverse range of sites.

About the Role

The Bid Coordinator is an essential administrative support role within the Estimating Department. You will be responsible for ensuring the seamless preparation, submission, and tracking of bids while maintaining high standards of organization and efficiency. This is a fast-paced position designed for a detail-oriented professional who takes pride in accuracy. Note: No prior mechanical experience is necessary, as complete training will be provided.

What you’ll do

Your responsibilities center on document management and deadline coordination:

• Bid Administration: Review and organize emails by bid dates, upload mechanical drawings/specifications, and ensure all RFPs are processed timely.

• Document Management: Maintain comprehensive libraries for specifications and drawings, ensuring every submission is accurate and compliant with guidelines.

• Project Tracking: Manage regional workload calendars and prioritize multiple concurrent projects.

• Reporting: Monitor project progress and provide regular status updates to the Estimating Department Manager.

What You Bring

Technical Aptitude

• Willingness to Learn: While familiarity with construction or HVAC terminology is a plus, it is not required as training is provided.

• Software Proficiency: Advanced knowledge of Microsoft Office Suite (Outlook, Word, Excel) and email organization systems.

• Digital Accuracy: The ability to review detailed mechanical drawings and technical documentation on computer screens for extended periods.

Core Competencies

• Administrative Excellence: A proven track record of managing complex tasks with extreme attention to detail.

• Time Management: The ability to meet demanding deadlines and prioritize a heavy workload independently.

• Communication: Excellent written and verbal communication skills, including professionalism on phone and video conferencing platforms.

• Adaptability: The capacity to work effectively under pressure and remain composed in a fast-paced environment.

• Self-Motivation: A high-productivity work ethic that allows for both independent work and collaborative team efforts.

What You’ll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies.

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.

• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.

• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.

Our Hiring Process & AI Disclaimer: We use AI tools to streamline our application process—including an initial conversation with an AI Interviewer.All hiring decisions are made entirely by humans:our Talent Acquisition team guides your full candidate journey and makes all evaluation decisions.

You are welcome to use AI for CV refinement and research, but real-time AI assistance during interviews or skill assessments is strictly prohibited to ensure an authentic evaluation.