Bid Coordinator (Commercial HVAC)

MPSW; Phoenix (AZ); On-site; USD 31,684 - 41,328; Full time

Job summary

MPSW in Phoenix, Arizona, is seeking a detail-oriented individual to manage equipment bids from request to sale. The ideal candidate has strong customer service and communication skills, along with at least 2-3 years of administrative experience. Responsibilities include maintaining bid records and coordinating with Sales staff.

The position requires a High School Diploma/GED, proficiency in MS Office 365, and the ability to thrive in a fast-paced environment. Flexibility for overtime and strong organizational skills are essential.

Qualifications

• 2-3 years of prior experience in an administrative role.
• Excellent interpersonal and communication skills both verbal and written.
• Industry experience in HVAC is a plus.

Responsibilities

• Manage equipment bids from request to sale.
• Maintain bid software and documents according to MPSW standards.
• Coordinate with Sales staff and maintain correspondence with bidders.

Skills

Customer service

Communication skills

Organizational skills

Attention to detail

Time management

Education

High School Diploma/GED

Two years of college courses in Business Administration

Tools

MS Office 365

Job description

For over 45 years, MPSW has been a trusted source for engineered HVAC solutions in Arizona. We represent top-tier manufacturers and provide technical sales support for nearly every system type—backed by expert design assistance, energy analysis, and application know-how.

At MPSW, we’re team-driven, service-focused, and always moving forward. If you're a self-starter who values collaboration and wants your work to make a real impact, you’ll fit right in here.

Reports to: Co-President

FLSA Status: Non-Exempt

Pay Range: $23 - $30/hr DOE

The Opportunity

This position will work closely with the Sales staff and customers to manage equipment bids from time of bid request to when the project is sold. Must be detail and customer service oriented and have excellent organizational skills. Must be able to work well with others in a fast-paced & high-volume environment.

Responsibilities

• Review all bid notifications with Account Executives to determine ability to bid equipment
• Create and maintain bid software and bid folders per MPSW standards
• Download and print all project documents for approved bid projects
• Coordinate with Lead Account Executive and Estimators on required bid dates
• Maintain correspondence with potential bidders regarding bid status
• Maintain record of bidders for each project
• Maintain bid list with job information and bidders
• Review quotations from Lead Account Executive and Estimators
• Upload and distribute quotes to all bidders
• Update job list and coordinate with VP of Sales
• Maintain and archive dead/lost projects

The Required Profile

• High School Diploma/GED; Two (2) years of college courses in Business Administration or related field desired
• Minimum of 2-3 years of prior experience in an administrative role
• Excellent interpersonal and communication skills both verbal and written
• Excellent customer service skills and follow up
• Intermediate Computer skills using MS 365 (Sharepoint, Outlook, Excel, and Word)
• Excellent attention to detail and organizational skills
• Ability to multi-task and track projects to completion
• Industry experience (HVAC) a plus
• Ability to communicate clearly and effectively with team members and customers
• Basic mechanical aptitude
• Ability to prioritize workload with strong time management skills
• Professional demeanor, proactive and flexible with changing priorities
• Flexibility to work overtime/non-business hours as needed
• Ability to learn and utilize various manufacturers' selection/pricing programs

Other Skills & Abilities

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem solving and prioritizing multiple tasks.

Will be required to work in the office.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is continually required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

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.