Bid Coordinator

Climate Systems is seeking an organized, dependable, and detail-oriented Bid Coordinator to support our estimating and preconstruction team. This position coordinates the administrative bidding process, helping ensure that project opportunities are properly reviewed, documented, distributed, tracked, and submitted on time.

The Bid Coordinator serves as a central point of coordination among estimators, company leadership, general contractors, vendors, and subcontractors. Success in this role requires strong organizational skills, clear communication, accurate recordkeeping, and the ability to manage multiple deadlines.

Primary Responsibilities

Bid Opportunity Management

• Monitor incoming bid invitations, emails, and online bidding platforms.
• Review invitations for project location, scope, bid date, submission requirements, and other key information.
• Present new opportunities to the Director of Preconstruction for review and bid decisions.
• Maintain an accurate bid log and calendar showing assigned estimators, deadlines, project status, and required follow-up.
• Communicate bid acceptance or decline decisions as directed.
  
  

Project Documents and Information

• Download, organize, and distribute drawings, specifications, addenda, and other bid documents.
• Maintain consistent project folders and document naming practices.
• Track document revisions and promptly notify the estimating team of changes.
• Coordinate access to bidding platforms and project information.
• Maintain records of correspondence, clarifications, and requests for information.
  
  

Estimating Team Support

• Assist estimators with administrative tasks throughout the bidding process.
• Distribute requests for pricing to vendors and subcontractors as directed.
• Track pricing requests and follow up on outstanding quotations.
• Organize received quotations for estimator review.
• Coordinate scheduling of pre-bid meetings, site visits, and internal bid reviews.
• Help identify missing information and communicate outstanding items before deadlines.
  
  

Proposal Preparation and Submission

• Assemble proposal documents using approved company templates and information provided by estimators.
• Review submissions for administrative completeness, including required forms, attachments, signatures, and addendum acknowledgments.
• Coordinate final review and approval before submission.
• Submit approved proposals according to the customer’s instructions and deadline.
• Confirm receipt and retain a complete copy of each submission.
  
  

Customer Communication and Follow-Up

• Communicate professionally with general contractors, owners, vendors, and subcontractors.
• Respond to routine requests for bid status and project information.
• Coordinate post-bid follow-up with the assigned estimator or company leadership.
• Track bid results, award status, and available customer feedback.
• Maintain current customer, vendor, and subcontractor contact information.
  
  

Reporting and Project Handoff

• Prepare bid activity reports showing upcoming deadlines, pending proposals, and results.
• Maintain accurate historical bid records.
• Assist with transferring awarded project documents and correspondence to the operations team.
• Support improvements to bidding procedures, document organization, and administrative efficiency.
  
  

Qualifications

• High school diploma or equivalent required.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects and competing deadlines.
• Clear written and verbal communication skills.
• Proficiency with Microsoft Outlook, Excel, Word, and PDF software.
• Ability to learn and use online bidding platforms and company systems.
• Ability to work independently while coordinating closely with a team.
• Professional judgment when handling confidential pricing and company information.
  
  

Preferred Experience

• Experience in construction administration, bid coordination, estimating support, or a related role.
• Familiarity with commercial HVAC or mechanical contracting.
• Experience using construction bidding platforms.
• Basic familiarity with construction drawings, specifications, addenda, and proposal requirements.
• Experience communicating with general contractors, vendors, and subcontractors.