Bid Coordinator

Reports to: Vice President of Sales

FLSA Status: Non-Exempt                                                                             

The Company

MPSW, a Meriton portfolio company, is one of the largest independent HVAC Equipment and Solutions providers in Arizona. Our company has offices in Phoenix and Tucson with over 100 employees throughout Arizona.  We are proud members of ASHRAE, ASPE, AEE, and others. We represent over 100 manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value‐added solutions to their complex problems.

Our overall mission is simple: we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in North America. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, the BEST company for our employees, and the BEST investment for our current and future shareholders.

The Opportunity

This position will work closely with the Sales staff and customers to manage equipment bids from time of bid request to when the project is sold. Must be detail and customer service oriented and have excellent organizational skills.  Must be able to work well with others in a fast-paced & high-volume environment.   

• Review all bid notifications with Account Executives to determine ability to bid equipment
• Create and maintain bid software and bid folders per MPSW standards
• Download and print all project documents for approved bid projects
• Coordinate with Lead Account Executive and Estimators on required bid dates
• Maintain correspondence with potential bidders regarding bid status
• Maintain record of bidders for each project
• Maintain bid list with job information and bidders
• Review quotations from Lead Account Executive and Estimators
• Upload and distribute quotes to all bidders
• Update job list and coordinate with VP of Sales
• Maintain and archive dead/lost projects
• Phones backup for Receptionist desk

The Required Profile

• High School Diploma/GED; Two (2) years of college courses in Business Administration or related field desired
• Minimum of 2-3 years of prior experience in an administrative role
• Excellent interpersonal and communication skills both verbal and written
• Excellent customer service skills and follow up
• Intermediate Computer skills using MS 365 (Sharepoint, Outlook, Excel, and Word)
• Excellent attention to detail and organizational skills
• Ability to multi-task and track projects to completion
• Industry experience (HVAC) a plus
• Ability to communicate clearly and effectively with team members and customers
• Basic mechanical aptitude
• Accurate data entry skills
• Ability to prioritize workload with strong time management skills
• Professional demeanor, proactive and flexible with changing priorities
• Flexibility to work overtime / non-business hours as needed

Other Skills & Abilities

Language Skills
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem solving and prioritizing multiple tasks.

Environmental Requirements

Will be required to work in the office.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is continually required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

MPSW is an Equal Opportunity Employer