Bid Coordinator (Admin)

About Penbrothers

Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own home

About the Client

The client is a nationwide provider specializing in HVAC, kitchen ventilation surveys, and Demand Control Kitchen Ventilation (DCKV) installations. They focus on delivering high-quality field data and seamless operational execution across a diverse range of sites.

About the Role

The Bid Coordinator supports the estimating team by delivering administrative coordination. Reporting directly to the Estimating Department Manager, this position ensures the bid preparation, submission, and tracking processes operate seamlessly, maintaining organizational efficiency and high accuracy. The position requires a detail-oriented, self-motivated professional who succeeds in fast-paced, deadline-driven environments. No Mechanical experience is necessary, as comprehensive training is provided

What you’ll do

Bid Preparation & Administration

• Email & Date Tracking: Review incoming emails and structure them according to specific bid dates.

• File Uploads: Upload mechanical drawings and project specifications.

• RFP Processing: Process all RFPs internally in a timely manner while verifying full compliance with submission requirements.

• Deadline Management: Monitor bid submission deadlines and maintain detailed internal tracking systems.

Document Management & Organization

• Library Maintenance: Organize and maintain comprehensive libraries of bid documents (RFPs, specifications, drawings, and supporting materials).

• Compliance: Maintain high accuracy, completeness, and adherence to all submission guidelines.

Workload & Project Management

• Calendar & Priority Management: Independently oversee regional workload calendars and manage multiple concurrent project schedules.

• Quality & Deadline Standards: Consistently meet tight, demanding deadlines without sacrificing work quality.

• Status Reporting: Monitor ongoing project milestones and regularly update management on project status.

What You Bring

Minimum Requirements & Skills

• Education: Minimum of a High School Diploma or equivalent.
• Experience: Previous administrative work experience.
• Administrative Excellence: Proven capacity to manage detailed, complex administrative functions.
• Time Management: Strong ability to prioritize tasks and meet tight deadlines consistently.
• Technology Proficiency: Advanced knowledge of Microsoft Office Suite (Outlook, Word, Excel) and email organization tools.
• Communication: Clear written and verbal communication skills.
• Work Ethic & Mindset: Self-motivated, highly detail-oriented, adaptable under pressure, collaborative, and professional.

Physical & Schedule Requirements

• Workstation: Ability to work at a computer station for extended hours (8+ hours daily) using a keyboard and mouse.
• Document Review: Visual acuity and sustained concentration to review technical mechanical drawings and documentation on computer screens.
• Communication: Ability to communicate clearly over phone and video conferencing platforms.
• Schedule: Standard schedule of 8:00 AM - 5:00 PM ET, with occasional flexibility required for extended hours.

Preferred Qualifications (Nice to Have)

• Administrative or coordination experience in any industry.
• Experience in project management or deadline-driven setups.
• Previous experience or terminology familiarity in the construction or HVAC field (not required; complete training provided).

Our Hiring Process & AI Disclaimer: We use AI tools to streamline our application process-including an initial conversation with an AI Interviewer. All hiring decisions are made entirely by humans: our Talent Acquisition team guides your full candidate journey and makes all evaluation decisions.

You are welcome to use AI for CV refinement and research, but real-time AI assistance during interviews or skill assessments is strictly prohibited to ensure an authentic evaluation.

Read our full AI Disclaimer to learn more

What You’ll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies.

· Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.

· Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

· Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.

· Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.