Bid/Estimating Coordinator

Position Overview

The HVAC Estimating Coordinator supports the estimating department by organizing bid information, assisting with takeoffs and proposal preparation, coordinating vendor pricing, and maintaining accurate documentation throughout the bid process. This role works closely with estimators, project managers, vendors, and subcontractors to ensure timely and accurate delivery of bids for HVAC construction and service projects. The ideal candidate is detail-oriented, highly organized, and comfortable managing multiple deadlines in a fast-paced environment.

Key Responsibilities Estimating & Bid Support

• Assist estimators with collecting project documents, drawings, addenda, and specifications for new bid opportunities.
• Organize bid folders and maintain up-to-date project information throughout the estimate lifecycle.
• Help perform basic quantity takeoffs and data entry under the direction of senior estimators.
• Prepare bid forms, proposal templates, and supporting documentation for final submission.

Vendor & Subcontractor Coordination

• Send out requests for quotes (RFQs) to suppliers and subcontractors.
• Track incoming quotes and follow up to ensure timely responses.
• Input pricing into estimating databases and assist with comparing vendor bids.
• Help maintain an updated vendor and subcontractor contact list.

Document Management

• Ensure drawings, specifications, and addenda are organized and distributed to the appropriate team members.
• Manage electronic filing systems for estimates, proposals, and bid documents.
• Track and log bid deadlines, pre-bid meetings, walk-throughs, and updates.

Administrative & Department Support

• Assist in scheduling meetings, bid reviews, and internal coordination calls.
• Prepare and distribute meeting minutes and bid-related communications.
• Support estimators with clerical tasks including scanning, printing, and assembling bid packages.
• Maintain department calendars and ensure all bid-related milestones are tracked.

Qualifications Required

• 2+ years of administrative or coordination experience; construction or HVAC industry preferred.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Ability to read or learn to read basic construction drawings.
• Excellent communication and follow-up skills.

Preferred

• Experience with estimating software (Quick Bid, Trimble, QuoteSoft, Bluebeam, Procore, etc.).
• Understanding of HVAC systems, equipment, and terminology.
• Experience working in a mechanical contracting or construction environment.

Key Competencies

• High attention to detail
• Strong follow-through and deadline management
• Technical aptitude
• Team-oriented and proactive
• Ability to prioritize multiple bids and tasks

Work Environment

• Office-based role with standard Monday–Friday schedule.
• Occasional overtime during peak bid periods may be required.

Job Type: Full-time

Pay: $56, $67,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings