DepartmentVirtual Assistant / Full - Time, Operations
Company size51+ people
First seen5mo ago
Last seen4d ago
Position Summary
The Bid Coordinator supports the estimating and sales teams by managing bid intake, document organization, proposal formatting, CRM data entry, and follow-up coordination. This role ensures all project bids are accurately tracked, formatted, and delivered on time with precise documentation and communication.
Primary Responsibilities
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Download and organize all bid documents into Dropbox and CRM.
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Maintain meticulous project records (project name, GC, owner, plan stage, etc.).
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Assist estimator in preparing scope outlines, RFIs and alternates.
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Format and produce polished proposal documents using company templates.
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Ensure pricing and scope data align between Excel proposal sheets and Word templates.
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Track bid due dates and ensure timely submissions.
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Send scope summaries to customers in advance when applicable.
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Manage bid follow-up reports and communicate with Outside Sales for updates.
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Maintain accurate CRM records for bid outcomes and project stages.
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Support estimating meetings and assist with administrative coordination between Sales and Estimating.
Qualifications
Nice to have
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HVAC or plumbing background preferred.
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Expert-level proficiency in Microsoft Excel and Word.
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Exceptional organizational and communication skills.
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Native-level English fluency (spoken and written).Ability to regularly communicate professionally with customers via phone and email with confidence.
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Comfortable in a deadline-driven, detail-oriented environment.