Bid Desk Coordinator

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

Job summary

Ambient Enterprises in Warrendale, PA is seeking a detail-oriented Bid Desk Coordinator to support Outside Sales by guiding bids from kickoff through submission. The role requires strong organization, customer service and collaboration with sales teams and vendors in a fast-paced environment.

Responsibilities include compiling bid opportunities, reviewing plans, communicating with contractors for clarifications, coordinating with sales, ensuring timely, complete bid packages, and maintaining bid

Qualifications

• Proficiency in MS Word, Excel & Outlook.
• Ability to read mechanical drawings and specifications.
• Understanding HVAC terminology.
• Ability to navigate supplier sites and document download portals.
• Electronic and hard copy filing skills.
• Familiarity with enterprise software.
• Bachelor’s degree or higher preferred.
• 1+ years’ experience in Mechanical Contracting or related field.

Responsibilities

• Compile a list of bidding opportunities from requests, websites, and plans.
• Review architect/engineer drawings to identify bid opportunities.
• Clarify bidding documents with contractors as needed.
• Coordinate with sales to prepare and send bids to contractors.
• Ensure bids are sent on time and complete.
• Coordinate with other reps on product lines as needed.
• Enter project data into the company's tracking system and keep it up to date.
• Receive, organize and review bid documents.
• Support estimators with up-to-date plans, specs, and addenda.
• Perform miscellaneous tasks as requested by management.

Skills

MS Word

MS Excel

MS Outlook

Reading diagrams

HVAC terminology

Enterprise software

Education

Bachelor’s degree or higher

Tools

ERP 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.