What are the responsibilities and job description for the Bid Specialist position at Job Listings?
AirReps, a division of Daikin Comfort Technologies North America, is a leader in HVAC solutions that are clean, comfortable and efficient. AirReps’ expertise and passion for people are our biggest talents. We bring the most comprehensive product offerings, unrivaled thought leadership, and customer-centric support to the commercial HVAC market. Engineering collaborative, reliable solutions is the name of our game.
The Bid Specialist – Applied Rep is responsible for managing the bid process for HVAC equipment and systems. The position supports the sales team by interpreting bid documents, coordinating pricing, identifying scope, and ensuring accurate and timely bid submissions. This role must have deep HVAC knowledge in order to ensure bids are complete and have the ability to recommend alternative parts if required.
Position Responsibilities:
Bid Management & Compliance
• Manage assigned HVAC bids from invitation through final submission.
• Review and interpret plans, specifications, schedules, and bid instructions to determine scope and compliance requirements.
• Review mechanical schedules and specifications to identify products required for each bid. Provide alternatives to products if necessary.
• Track addenda, scope changes, and bid revisions throughout the bid cycle.
• Establish bid timelines, prioritize competing deadlines, and coordinate internal deliverables with minimal supervision.
• Evaluate bid requirements to determine necessary documentation, certifications, and compliance forms.
• Coordinate with sales, engineering, and project managers to gather required information.
• Submit substitution requests as directed by Account Executive.
• Compile and submit quotes to bidders list as directed by Account Executive.
Document Control
• Create and maintain job and bid logs, deadlines, and submission statuses in database and bid calendar.
• Send meeting requests, with documentation, to the appropriate Account Executive as determined by the assigned mechanical engineer, functional area, or equipment needed on the job.
• Maintain organized SharePoint bid folders with drawings, schedules, addenda, and correspondence.
• Track and archive submitted bids for future reference and reporting.
Communication & Coordination
• Manage multiple bids, interpreting specifications, and advising internal sales team members on bid requirements.
• Communicate clearly with contractors, engineers, and sales team regarding bid requirements and clarifications.
• Serve as a central point of communication between sales, engineering, and customers.
• Recommend improvements to the bid process, templates, and documentation standards to improve efficiency and accuracy.
• Support CRM updates and sales pipeline tracking.
• Perform other tasks as assigned.
Nature & Scope:
• Applies practical knowledge of job area typically obtained through advanced education and work experience
• Encouraged to seek continuous improvements
• Performs a range of mainly straightforward assignments
• Works independently with general supervision
• Problems faced are difficult but not typically complex
Knowledge & Skills:
• Knowledge of different types of HVAC systems and their components
• Industrial, commercial and multi-family experience required
• Ability to read and comprehend blueprints
• Demonstrated experience managing client relationships in a complex, fast-paced environment including the ability to communicate directly to clients
• Clear, concise, and professional verbal and written communication skills including effective listening.
• Ability to review mechanical schedules and specifications to identify product and basis of design
• Strong analytical and problem-solving skills, including high level of attention to detail and accuracy.
• Effective organizational and time management skills, including ability to prioritize and multi-task.
• Proficiency with keyboarding skills, MS Office – Outlook, Excel, Word, PowerPoint; Ability to use email, calendar scheduling, creating and updating spreadsheets.
• Process focused and reliable.
Experience:
• 3 - 5 years related experience and/or training; or equivalent combination of education and experience.
Education/Certification:
• Bachelor's Degree is preferred
People Management: No
Physical Requirements / Work Environment:
• Must be able to perform essential responsibilities with or without reasonable accommodations
Reports To: Director of Location – Applied Rep
Salary Range: $66,140 - $82,730
Qualified Applicants must be legally authorized for employment in the United States. Qualified applicants will not require employer sponsored work authorization now or in the future for employment in the United States.
The Company provides equal employment opportunity to all employees and applicants regardless of a person’s race, color, religion (including religious dress or grooming practices), creed, national origin (including language use restrictions), citizenship, uniform service member or veteran status, ancestry, disability, physical or mental disability (including HIV/AIDS), medical condition (including cancer and genetic characteristics), genetic information, request for protected leave, marital status, sex, pregnancy, age (over 40), sexual orientation, gender, gender identity or expression, political affiliation, or any other characteristic protected by law. The Company will comply with all federal and state regulations and statutes about individuals with disabilities.
Salary : $66,140 - $82,730