Bid Coordinator

Are you a Bid Coordinator searching for new experiences? As a leading Trane® independent office, Brady brings efficient, reliable, and secure building solutions throughout central and eastern North Carolina. We take pride in all we do and in our Associates which is why we offer competitive pay and compensation, benefits, growth opportunities, and more!

Summary The Bid Coordinator is responsible for managing and coordinating commercial HVAC plan and specification opportunities from the initial document intake through tracking and follow up. This role serves as a central point of communication between Sales Engineers, contractors, and territory offices.  The bid Coordinator is responsible for ensuring timely and accurate processing of bid opportunity milestones, project documentation and communication of replacement equipment opportunities. The coordinator reviews mechanical plans and specifications, creates and maintains opportunities within Salesforce CRM, manages project files on a shared company network, and administers manufacturer warranty registrations and documentation.

Essential Duties and Responsibilities (Other Duties may be assigned)

• Manage a high volume Microsoft Outlook inbox to support daily plan and specification bidding activities and inside sales replacement requests for proposals.
• Coordinate communication between sales engineers, project takeoff specialist, inside sales, HVAC contractors, and territory offices regarding bid day requests, project opportunity updates, and replacement proposals.
• Respond promptly to inquiries and ensure all bid-related information is distributed to appropriate stakeholders.
• Track bid deadlines and assist in ensuring project opportunities are addressed within required timeframes.
• Support sales teams by providing project information, updates, and documentation throughout the sales cycle.

Plan and Specification Review

• Download, organize, and review mechanical drawings, specifications, and project documents from bidding platforms, contractor portals, and customer provided sources.
• Analyze project plans and specifications to identify equipment requirements and potential sales opportunities.
• Extract relevant project information including bid dates, project scope, equipment schedules, engineer of record, contractors, and project contacts.
• Maintain accurate project records and documentation for sales and estimating teams.

Salesforce CRM Management

• Create and maintain project opportunities within Salesforce CRM.
• Enter opportunity product details, partner information, bid dates, and opportunity milestones.
• Ensure CRM data integrity by maintaining accurate and complete project records.
• Monitor opportunity status and provide updates via reporting to sales engineers and management as projects progress.

 Document & File Management

• Organize and maintain plan and specification files on the company’s local server network.
• Ensure project drawings, specifications, addenda, and related documents are properly stored and easily accessible.
• Maintain consistent file naming conventions and folder structures.
• Archive completed and inactive projects according to company procedures.

Warranty Program Administrator

• Process Mitsubishi Electric VRF extended warranty registrations using the manufacturer's software platform.
• Verify equipment and project information for accuracy prior to warranty submission.
• Maintain records of warranty registrations and related documentation.

 Administrative Support

• Assist with generating reports, project tracking logs, and sales activity documentation.
• Support departmental initiatives related to process improvement and workflow efficiency.
• Perform other administrative and project coordination duties as assigned.

 Teamwork

• Demonstrate and promote a spirit of cooperation and teamwork throughout the Company
• Continually look for ways to improve our processes and ability to serve our customers effectively
• Improve personal performance on a continual basis

 Customer Service

• Provide responsive, professional and diplomatic customer service
• Answer customer emails and correspondence quickly and pleasantly
• Communicate with customers in a friendly, professional, and patient manner
• Perform all duties with the goal of building and maintaining long-term customer relationships
• Immediately address any customer’s concern and requests the involvement of other Company personnel as required

Required Qualifications

• Associate degree in Business Administration, Construction Management, Engineering Technology, or related field preferred; equivalent work experience considered.
• 2+ years of administrative, project coordination, construction, HVAC, or related industry experience preferred.
• Strong proficiency with Microsoft Office Suite, particularly Outlook, Excel, and Word.
• Experience with Salesforce CRM or similar customer relationship management software.
• Ability to read and interpret construction documents, mechanical plans, and specifications.
• Excellent organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Strong written and verbal communication skills.
• High level of attention to detail and accuracy.

 Preferred Qualifications

• Experience in the HVAC, mechanical contracting, engineering, or construction industry.
• Familiarity with commercial construction bidding processes and plan-and-specification sales.
• Experience working with network file management systems and document control procedures.

Safety

• Follow all company safety programs and report any non-compliance to your Team Leader
• Notify Manager or Director of Safety of any unsafe conditions

 Computer skills  Proficiency in Microsoft office programs is required, as well as a general familiarity with computers, and the ability to learn new software applications.  The associate must be able to type 50 to 70 wpm with at least 95% accuracy. 

Supervisory responsibilities  None.

Certificates, Licenses, Registrations  None.

Language Skills  Ability to read and write.  Required to effectively communicate with co-workers and customers.  Ability to understand and use technical information relating to products and systems.

Mathematical Skills  Must possess basic math skills.  Ability to perform basic math operations using units of American money, weight measurement, volume and distance.  Ability to calculate figures involving discounts and percentages.

Reasoning Ability  Ability to apply common sense understanding to carry out detailed and involved written or oral instructions.  Ability to deal with problems involving abstract and concrete variables in a wide variety of situations.

Physical Demands  The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the associate is regularly required to use hands to operate computer keyboard, and telephone and effectively communicate with others.  The associate frequently is required to sit and reach with hands and arms.  The associate is occasionally required to stand; walk; and stoop or kneel.  The associate must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus.

Work Environment  The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position works in a typical office environment, with occasional visits to other offices, plants, and jobsites.  During these travel situations, the associate is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, extreme heat, and vibration.   The noise level in the work environment is usually moderate.

 EEO Statement

Brady strives to provide an environment free of discrimination as part of our mission to care for each other, our customers, and our community. We provide equal employment opportunities to all employees and applicants for employment 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.

All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.

Disclaimer

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job. The Employer reserves the right to amend this description at any time with or without notice to the Associate.

Other Requirements                                                                                                     

• Ability to pass drug screening
• Ability to prove US employment eligibility