Bid Coordinator

Mechanical Resource Group, an HVAC, hydronics, sales, and service organization, is seeking a Bid Coordinator. This position coordinates opportunities for Sales and Operations.

MRG Core Values

• Industry leader committed to excellence
• Servant heart
• Committed to personal & professional growth
• Strategic selling team
  
  

The Bid Coordinator manages the administration of the bid and proposal process, ensuring submissions are accurate and delivered on time. This role supports sales and operations by coordinating internal and external resources, maintaining organized documentation, and strengthening the company’s competitive position in the marketplace.

Key Responsibilities

Bid Development:

• Receive all requests for bids from contractors and out-of-town rep firms.
• Set up projects in AirMaxx (our project management tool) along with collecting and downloading all the documentation (plans, specifications, etc.) to the project folder.
• Track Strategic projects and gather feedback
• Document Management: Tracking, distributing, and controlling all bid documents, plans, specifications, and addenda.
• Timeline Management: Monitoring all submission deadlines and managing the overall bid timeline to ensure on-time delivery.
• Communication and Coordination: Collaborating with various internal stakeholders and external partners to manage and maintain the project pipelines. Communicate opportunities to various internal specialists to manage new opportunities.
• Compliance & Quality: Ensure the bid document is accurate, complete, persuasive, and fully compliant with the client’s specific requirements and instructions.
• Vendor & Subcontractor Management: Develop and maintain subcontractor and vendor relationships, manage bid lists, and ensure broad bid coverage.
• Content Management: Build and maintain a library of reusable bid components, templates, and case studies for efficient proposal development.
• Reporting: Utilize AirMaxx (our project management tool) to manage the Bid Board, customer feedback and provide regular updates on bid activity and progress to management. Collaborate with our Data Analyst to track portion of market share and win loss ratios.
• Opportunity Research: Finding new bid and proposal opportunities from sources like Dodge Construction Central, Nashville Business Journal, City Now Next, etc.
  
  

Skills

• Attention to Detail: Crucial for reviewing proposals and ensuring accuracy and compliance with complex requirements.
• Strong Organizational Skills: Needed to manage the multiple bids and complex documentation simultaneously.
• Excellent Written & Verbal Communication: Required for drafting proposals and coordinating effectively with various teams.
• Time Management & Ability to Work Under Pressure: Essential for meeting tight deadlines in a fast-paced environment.
• Technical Skills: Proficient in Microsoft Office and document control software, BlueBeam, and ability to learn various vendor and proprietary software.
• Collaborative Spirit: The role involves working closely with many different people across an organization. Managing expectations and ensuring processes and procedures are followed.
• Industry Knowledge: Understanding the specific requirements and landscape of the industry (e.g., construction, engineering, architecture) is often beneficial.
  
  

Benefits Package includes:

• Medical
• Dental
• Vision
• Paid Life/AD&D Insurance
• Paid Long-Term Disability
• Voluntary Life Insurance
• Voluntary Short-Term Disability
• 401K/401k Match
• Health Savings Account
• Flexible Spending account
• Paid Vacation
• Paid Sick Days
• Paid Volunteering Days