Bid Coordinator / Administrative Assistant - Integrated Cooling Solutions

Who We Are:

We’re a trusted commercial HVAC manufacturing representative firm that prides itself on responsiveness, problem-solving, and delivering the most thoughtful solutions. Our deep technical expertise and experienced service team enable us to deliver the best results for our partners and customers. We are the largest independent commercial HVAC representative firm in Florida. Our team is committed to the success of the owners, developers, contractors, engineers, and manufacturers we work with – we’re all in this together!

How you will make an impact:

• Follow-up, track, and report on the outcomes of submitted bids, gathering feedback to improve future submissions, and maintain records of bid outcomes and feedback
• Maintain and update a database of bid documents, templates, and standard responses for future use
• Maintain and update records, databases, and contact lists pre-qualification questionnaires (PQQs) and requests for proposals (RFPs)
• Work closely with sales, marketing, and other relevant departments to gather necessary information and input for bids
• Maintain a bid schedule and ensure all deadlines are met, managing multiple bids simultaneously
• Receive, sort, and distribute incoming mail and deliveries
• Monitor and manage inventory of office supplies, placing orders when needed
• Provide administrative support to other departments as required
• Answer incoming calls, and direct them to the appropriate personnel or departments
• Provide excellent customer service to visitors and callers, addressing inquiries and resolving issues

What you bring:

• Education: high school diploma or equivalent; an associate or bachelor’s degree in business administration or a related field is a plus, additional qualifications as a Receptionist or Secretary are a plus
• Experience: Proven work experience as a Receptionist, Front Office Representative, administrative, bid coordination, or similar role is advantageous
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook), email, and office equipment
• Familiarity with bid management software is a plus but not required
• Excellent verbal and written communication skills for effective interaction with clients, visitors, and internal teams
• Strong organizational skills and multitasking abilities to manage multiple tasks and prioritize effectively
• Strong customer service skills to provide a positive experience for visitors and callers, customer service-oriented attitude
• Ability to identify and address issues promptly and efficiently using analytical and problem-solving skills

Why ICS

• People- First Culture
  • Value trust integrity and an entrepreneurial mindset
• We are problem solvers
  • No challenge goes unanswered. “We’ll figure it out!”
• Statewide Opportunities
  • Project and location versatility across Florida
• Professional and personal advancements
  • Ongoing training and competitive compensation and benefits package
• Unleash Your Potential
  • Innovate and grow with us!