Bid Coordinator

Texas AirSystems, LLC.; Houston (TX); Presencial; USD 40.000 - 60.000; Jornada completa

Descripción de la vacante

Texas AirSystems has been shaping the HVAC landscape in Texas for decades. The Bid Coordinator will support the Sales team by managing equipment bid processes from initial request through project award.

The role requires exceptional organization, customer focus, and the ability to thrive in a fast-paced, high-volume environment. You will coordinate with Account Executives, Estimators, and bidders, maintain bid records, and provide regular status updates to the VP of Sales.

Formación

• High school diploma or GED required; associate degree or coursework preferred.
• 2–3 years of administrative or coordination experience; prior exposure to sales or construction preferred.
• Strong interpersonal, verbal, and written communication skills.
• Demonstrated customer service focus with consistent follow-up and responsiveness.
• Intermediate proficiency in Microsoft 365 (SharePoint, Outlook, Excel, Word).
• Exceptional attention to detail, organization, and data-entry accuracy.
• Ability to multi-task and manage multiple bids and projects simultaneously.
• Strong time management and prioritization in a deadline-driven environment.
• Professional demeanor with the ability to work both independently and collaboratively.
• Basic mechanical aptitude and willingness to learn HVAC-related product/software.

Responsabilidades

• Review bid notifications with Account Executives to determine eligibility and capacity to bid.
• Create, organize, and maintain bid software entries and bid folders per Texas AirSystems standards.
• Download, print, and prepare all project documents for approved bid opportunities.
• Coordinate with Account Executives and Estimators to confirm bid due dates and requirements.
• Maintain communication with potential bidders and respond to inquiries regarding bid status.
• Track and document all bidders and maintain accurate bid records for each project.
• Update the bid list, ensuring job information and bidder data are current.
• Upload, distribute, and track quotes provided to bidders.
• Provide regular bid activity updates and coordinate status reports with VP of Sales
• Attention to Detail – ensure bid data and communications are precise and complete.
• Customer Focus – build relationships with internal/external customers.
• Organization and Planning – manage multiple priorities and deadlines with structured processes.
• Communication – clear and professional verbal/written communication.
• Team Collaboration – work with departments to meet goals.
• Initiative and Accountability – own responsibilities and propose solutions.
• Adaptability – adjust to changing priorities in fast-paced environment.
• Technical Proficiency – comfortable with Microsoft 365 and pricing tools.

Conocimientos

Attention to Detail

Customer Focus

Organization and Planning

Communication

Team Collaboration

Initiative and Accountability

Adaptability

Technical Proficiency

Professionalism

Overtime flexibility

Educación

High school diploma

Associate degree preferred

Herramientas

Microsoft 365

SharePoint

Outlook

Excel

Word

Descripción del empleo

Texas AirSystems has been shaping the HVAC landscape in Texas for over four decades. With 500+ team members and seven offices statewide, we partner with over 60 leading manufacturers to deliver custom, high-performance solutions that stand the test of time.

Here, your work matters. You’ll be part of a team that values collaboration, rewards curiosity, and gives you the tools to keep growing. Whether you’re just getting started or looking for your next big challenge, this is a place where you can thrive and make a real impact.

Summary:

The Bid Coordinator plays a key role in supporting the Sales team by managing equipment bid processes from the initial request through project award. This position requires a detail-oriented and customer-focused individual with exceptional organizational skills and the ability to thrive in a fast-paced, high-volume environment. The Bid Coordinator ensures all bid information is accurately managed, documented, and communicated to both internal teams and customers.

Essential Duties and Responsibilities:

• Review all bid notifications with Account Executives to determine eligibility and capacity to bid.
• Create, organize, and maintain bid software entries and bid folders in alignment with Texas AirSystems standards.
• Download, print, and prepare all project documents for approved bid opportunities.
• Coordinate with Account Executives and Estimators to confirm bid due dates and requirements.
• Maintain communication with potential bidders and respond to inquiries regarding bid status.
• Track and document all bidders and maintain accurate bid records for each project.
• Manage ad update the bid list, 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 VP of Sales
• Attention to Detail – Demonstrates accuracy and thoroughness in all work, ensuring bid data, documentation, and communications are precise and complete.
• Customer Focus – Builds strong relationships with internal and external customers, providing responsive and professional service.
• Organization and Planning – Manages multiple priorities and deadlines effectively while maintaining structured systems and processes.
• Communication – Communicates clearly and professionally in both verbal and written forms; listens actively and shares information effectively with team members and customers.
• Team Collaboration – Works cooperatively with others across departments to achieve shared goals and support business needs.
• Initiative and Accountability – Takes ownership of responsibilities, follows through on commitments, and proactively identifies solutions to challenges.
• Adaptability – Adjusts effectively to changing priorities, conditions, and requirements in a fast-paced environment.
• Technical Proficiency – Demonstrates comfort with technology, including Microsoft 365 and manufacturer pricing tools, and learns new systems quickly.
• Professionalism – Maintains a positive, respectful, and service-oriented demeanor in all interactions.

Education/Experience:

• High school diploma or GED required; associate degree or coursework in Business Administration or related field preferred.
• 2–3 years of administrative or coordination experience; prior exposure to a sales or construction environment preferred.
• Strong interpersonal, verbal, and written communication skills.
• Demonstrated customer service focus with consistent follow-up and responsiveness.
• Intermediate proficiency in Microsoft 365 (SharePoint, Outlook, Excel, Word).
• Exceptional attention to detail, organization, and accuracy in data entry.
• Ability to multi-task and manage multiple bids and projects simultaneously.
• Strong time management and prioritization skills in a dynamic, deadline-driven environment.
• Professional demeanor with the ability to work both independently and collaboratively.
• Basic mechanical aptitude and willingness to learn HVAC‑related product and manufacturer software.
• Flexibility to work overtime or non‑standard hours as needed.
• Experience in the commercial HVAC industry or related technical field is preferred.
• Familiarity with manufacturer selection and pricing software is preferred.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals

with disabilities to perform the essentials functions. This position primarily operates in a professional office environment with standard office equipment such as computers, phones, copiers, and filing systems. The role requires frequent interaction with team members, customers, and vendors both in person and electronically. The work environment is fast-paced and deadline-driven, requiring a high degree of accuracy and attention to detail. Occasional visits to job sites, warehouses, or customer locations may be required.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essentials functions.

• Regularly required to sit for extended periods, use hands and fingers to operate computers, phones and other office equipment.
• Frequently required to stand, walk, reach with hands and arms, and communicate clearly in person or via phone/email.
• Must be able to lift and/or move up to 25 pounds regularly and up to 50 pounds occasionally.

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.