Bid Coordinator – HVAC Sales Support & Bids

Texas AirSystems, LLC.; Houston (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

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.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Attention to Detail

Customer Focus

Organization and Planning

Communication

Team Collaboration

Initiative and Accountability

Adaptability

Technical Proficiency

Professionalism

Overtime flexibility

Education

High school diploma

Associate degree preferred

Tools

Microsoft 365

SharePoint

Outlook

Excel

Word

Job description

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.