Bid Desk Coordinator

GBS LTD; Warrendale (Allegheny County); On-site; USD 30,000 - 36,000; Full time

Job summary

Air-Flow Technologies, Inc. is seeking a Bid Desk Coordinator to support outside sales by managing the bidding process from start to submission. The role requires strong organization, customer service, and teamwork in a fast-paced environment.

Responsibilities include identifying bid opportunities, reviewing plans, coordinating with contractors and sales, and ensuring timely, complete bid packages while using MS Word, Excel, Outlook and enterprise software.

Qualifications

• Proficiency in Microsoft Word, Excel & Outlook.
• Ability to read mechanical drawings and specs.
• Familiarity with HVAC terminology.
• Experience with enterprise software and document management.
• Bachelor’s degree or higher preferred; 1+ years in mechanical contracting.

Responsibilities

• Compile bidding opportunities from contractor requests and plans.
• Review plans/specs to identify bid opportunities.
• Communicate with contractors for clarifications.
• Coordinate with sales to prepare and send bids.
• Ensure bids are timely and complete.
• Collaborate with product reps as needed.
• Enter project information into tracking system.
• Support estimators with current plans and addenda.
• Complete tasks requested by manager.

Skills

Detail oriented

Read mechanical drawings

HVAC terminology

Site/document download navigation

Electronic filing

Enterprise software usage

Education

Bachelor’s degree or higher

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Enterprise software

Job description

About Us

Air-Flow Technologies, Inc. is a leading provider of specialty commercial and industrial HVAC equipment and services. Since 2001, we have served customers throughout Pennsylvania, West Virginia and Eastern Ohio. We work daily to provide unparalleled technical products and services by representing manufacturers who share our philosophy of exceeding our customers' expectations. We are dedicated to providing every customer with an exceptional experience through a commitment to providing solutions designed to meet your specific needs in a way that is accurate, timely, and reliable.

Job Description

Role: Bid Desk Coordinator This role supports the Outside Sales Personnel by facilitating initial steps in the bidding process and maintaining contact with the bid until it is submitted. Must be detailed and customer service oriented and have excellent organizational skills. Position requires correspondence with sales team and with customers & vendors. Must be strong in Microsoft applications and be able to work well with others in a fast-paced & high-volume environment.

Responsibilities

• Compile a list of bidding opportunities using contractors’ requests, construction websites, and plan rooms.
• Review plans and specifications issued by architects and engineers to determine whether there is an opportunity to bid.
• Communicate with contractors for clarifications of bidding documents when needed.
• Coordinate with sales team to ensure that bids are prepared and sent to the appropriate contractors.
• Make sure all bids are sent out on time and with completeness.
• Coordinate with other various reps of the company’s product lines if necessary.
• Enter project information into the company’s tracking system and update information to ensure it is current.
• Receive, organize and review bid documents.
• Support estimators ensuring up to date plans, specifications, and addenda are received.
• Complete miscellaneous tasks requested by manager.

Requirements

• Proficiency in the use of Microsoft Word, Excel & Outlook.
• Understanding of how to read mechanical drawings and specifications.
• Understanding of terminology in the HVAC industry.
• Navigating sites/document download websites.
• Electronic/hard copy filing.
• Understanding the use of Enterprise software.
• Bachelor’s degree or higher preferred.
• 1+ years’ experience in Mechanical Contracting or related

Compensation

Compensation: $22-$26/hour with flexibility based on experience and skills

Ambient Enterprises provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Ambient is a national collective of HVAC firms. Our experts deliver safety, comfort, and highly efficient, sustainable solutions for spaces that matter most: healthcare, commercial, institutional, and mission-critical.