Bid Coordinator

Job Description

About us

McMillan James Equipment Company (MJEC) is a manufacturers’ representative offering commercial HVAC, plumbing, hydronics, and controls equipment—along with expert service, startup support, and a complete range of OEM and aftermarket parts to customers across Texas and beyond.

Position Summary:

The Air Solutions Bid Coordinator provides internal support to the sales team by receiving and managing air distribution project bid requests, including thorough management of the air distribution bid list, setting up projects, organizing construction documents, and ensuring timely preparation and scheduling of project estimations. This position focuses on accuracy, organization, and process adherence while supporting multiple projects at various stages.

The role is primarily internal-facing and works closely with sales, engineering, and operations to help ensure bids and orders are prepared correctly and on time. This position requires a strong capability for multi-tasking, being detail oriented, excellent technical and computer skills, and the ability to manage and adapt to rapidly changing and shifting project priorities.

Essential Job Functions:

• Assume responsibility for Air Solutions bid list, ensuring the bid schedule is properly managed to meet customer bid date expectations.
• Maintain and organize job files and documentation throughout the bid process including tracking bid dates, addendums, and revisions and updating files and bid list accordingly.
• Communicate with internal departments to clarify scope and obtain missing information.
• Download and review all drawings and specifications to help identify project scope and basic system requirements.
• Extract and prepare relevant construction document files per McMillan James Air Solutions standards.
• Manage multiple tasks and projects while meeting deadlines and maintaining attention to detail.
• Develop an understanding of common air distribution products, applications, and system designs through on-the-job training.
• Continuously improve technical knowledge, estimating accuracy, and efficiency with support from the team.

Why Join MJEC?

• Opportunity to work on innovative projects and cutting-edge mechanical systems.
• Collaborative culture focused on continuous improvement and doing the right thing.
• Competitive compensation, benefits, and growth opportunities within a dynamic company.