About CAVH HVAC

We are a leading commercial HVAC material supplier.  Our goal is to effectively promote HVAC equipment sales in the commercial construction market while delivering exceptional service to our customers.

Summary:
The Bid Coordinator plays a pivotal role in supporting the sales and estimating process for a commercial HVAC manufacturers’ representative firm. This individual manages incoming bid requests, coordinates pricing with multiple manufacturers, ensures timely and accurate proposal submissions, and maintains organized project documentation throughout the sales cycle. The Bid Coordinator serves as the central liaison between the internal sales team, mechanical contractors, consulting engineers, and manufacturers.

Key Responsibilities

Bid Management & Coordination

·       Review and log incoming bid invitations, specifications, and drawings from mechanical contractors or engineers.

·       Identify applicable products and manufacturers to include in each project scope.

·       Request, collect, and consolidate pricing and technical information from multiple manufacturers.

·       Prepare, format, and submit accurate and complete quotations or proposals within established deadlines.

·       Track bid status and maintain up-to-date bid calendars and submission logs.

Documentation & Systems

·       Maintain organized records of all bid documents, correspondence, and submitted quotations in CRM or shared drives.

·       Assist with data entry and project setup in the company’s estimating or CRM system.

·       Ensure all proposals align with company formatting standards and include required terms, exclusions, and conditions.

Process Improvement

·       Identify recurring issues or process bottlenecks and propose improvements for bid efficiency and accuracy.

·       Assist with updating internal bid templates, pricing databases, and manufacturer contact information.

Physical Requirements:

·      Spending significant time at a workstation and using a computer.

Ideal Candidates:

• Passionate about customer service
• Positive, energetic, and solution-oriented.
• Skilled in recognizing and capitalizing on opportunities.
• Driven by success.

Required Qualifications:

Experience:

• Strong understanding of HVAC systems, components, and mechanical drawings/specifications.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook); experience with CRM or estimating software preferred.
• Excellent organizational skills and attention to detail with the ability to manage multiple deadlines simultaneously.
• Effective written and verbal communication skills for interfacing with contractors, engineers, and manufacturers.

Skills:

·       Technical Aptitude: Strong technical knowledge with attention to detail.

·       Organization and Time Management: Excellent organizational abilities and effective time management skills.

·       Software Proficiency: Proficient in Windows-based software, with basic math skills and strong written and verbal communication abilities.

·       Adaptability: Capable of working under pressure, managing multiple tasks, and thriving in a fast-paced environment, both independently and as part of a team.

Work Environment:

• In office

Reporting Structure:

• This role reports to the Head of Estimating

Compensation:

• Competitive salary
• Comprehensive medical, dental, vision, short-term and long-term disability insurance.
• 401(k) retirement plan with company match
• Paid time off and holidays