Bid Coordinator

Tom Barrow Company; Una (TN); On-site; USD 45,000 - 65,000; Full time

Job summary

Tom Barrow Company, a premier HVAC manufacturers' representative serving the Southeast, is seeking a detail-oriented Bid Coordinator to join our team. You will coordinate bid opportunities, manage documentation, and ensure timely submissions alongside sales, estimating, and project teams.

Ideal candidates have 1–3 years of bid coordination or related experience, strong organizational and communication skills, and proficiency with MS Office and common bid platforms.

Qualifications

• 1–3 years of bid coordination, construction administration, or related experience.
• Experience in commercial HVAC or related industry is a plus.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects and meet deadlines.
• Proficient in Microsoft Office (Excel, Outlook, Word).
• Familiarity with bid platforms like BuildingConnected or PlanHub is a plus.
• Ability to read construction drawings and specifications (preferred).

Responsibilities

• Monitor and track incoming bid opportunities, invitations to bid, and project deadlines.
• Coordinate the bid process from initial invitation through final submission.
• Review bid invitations, project specifications, and documentation to identify requirements and deadlines.
• Distribute bid information, drawings, specifications, and addenda to the appropriate sales and estimating team members.
• Maintain accurate bid logs, project records, and tracking spreadsheets.
• Communicate with general contractors, mechanical contractors, vendors, and internal team members regarding bid opportunities and project updates.
• Assist with preparing, organizing, and submitting bid packages, proposals, and supporting documentation.
• Track bid statuses and follow up with internal teams to ensure deadlines are met.
• Monitor project addenda and communicate updates or changes to the appropriate team members.
• Support the sales and estimating teams with administrative tasks, document management, and project coordination.
• Identify opportunities to improve bid tracking, communication, and overall efficiency.

Skills

Bid coordination

Project coordination

Organizational skills

Communication skills

MS Office

Reading drawings & specs

Attention to detail

Tools

PlanHub

BuildingConnected

Microsoft Excel

Job description

• Employee Type Non-Exempt

Tom Barrow Company is a premier manufacturer’s representative in the HVAC industry, offering a wide range of commercial and industrial HVAC products across the Southeast. Known for our strong client relationships and technical expertise, we serve engineers, contractors, and building owners with reliable, high-performance solutions.

As part of the Impact Climate Technologies (ICT) family of companies, we are backed by a leading HVAC solutions platform serving customers across North America through 36 locations. Together, we support mission-critical environments—from data centers and healthcare to complex commercial facilities.

Our work is guided by ICT’s RECIPE values—Respect & Collaboration, Excellence Always, Customer Commitment, Integrity First, People-Centered leadership, and Expertise & Innovation. These principles shape how we work with our customers, support our teams, and partner with one another every day.

We take a forward-thinking approach, delivering scalable, energy-efficient, and reliable solutions while building long-term partnerships through exceptional service, technical expertise, and support.

We are seeking a detail-oriented and organized Bid Coordinator to join our team. This individual will be responsible for coordinating the bid process for commercial HVAC projects, ensuring bid opportunities are tracked, documentation is organized, and deadlines are met. The Bid Coordinator will work closely with our sales, estimating, and project teams to support the preparation and submission of accurate, timely bids. The ideal candidate is highly organized, comfortable managing multiple priorities, and able to communicate effectively in a fast-paced environment.

Key Responsibilities

Monitor and track incoming bid opportunities, invitations to bid, and project deadlines.

Coordinate the bid process from initial invitation through final submission.

Review bid invitations, project specifications, and documentation to identify requirements and deadlines.

Distribute bid information, drawings, specifications, and addenda to the appropriate sales and estimating team members.

Maintain accurate bid logs, project records, and tracking spreadsheets.

Communicate with general contractors, mechanical contractors, vendors, and internal team members regarding bid opportunities and project updates.

Assist with preparing, organizing, and submitting bid packages, proposals, and supporting documentation.

Track bid statuses and follow up with internal teams to ensure deadlines are met.

Monitor project addenda and communicate updates or changes to the appropriate team members.

Support the sales and estimating teams with administrative tasks, document management, and project coordination.

Identify opportunities to improve bid tracking, communication, and overall efficiency.

Qualifications

1–3 years of experience in bid coordination, construction administration, estimating support, project coordination, or a related role preferred.

Experience in commercial construction, HVAC, mechanical contracting, or a related industry is a plus.

Strong organizational skills with excellent attention to detail.

Ability to manage multiple projects, prioritize tasks, and meet deadlines.

Strong written and verbal communication skills.

Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.

Experience with construction bidding platforms such as BuildingConnected, PlanHub, or similar software is a plus.

Ability to read and understand construction drawings, specifications, and bid documents is preferred but not required.

Strong problem-solving skills and ability to work independently and collaboratively.

Willingness to learn commercial HVAC products, terminology, and processes.