Estimating / Proposal Specialist

SUMMARY Assists Estimating Department with daily activities as required for the bidding and project turnover processes including but not limited to information gathering and distribution, file management (electronic) and human interaction with clients and vendors by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES Manage and oversee the intake, organization, and evaluation of all bid opportunities by collecting and maintaining critical project information, including project scope, location, bid dates, construction schedules, vertical market, bidding general contractors, competing mechanical contractors, and bid requirements. Prepare standardized Bid/No-Bid evaluation documentation that enables leadership to make informed, strategic decisions regarding project pursuit. Continuously monitor and improve the bid qualification process to ensure consistency, efficiency, and alignment with company growth objectives. Set up Bid Tracer files with all pertinent project information that will be used to estimate a project. Send out invites as needed to vendors and Subcontractors. Serve as the CSUSA SW liaison for communicating bid decisions following internal team approval. Manage customer communications through appropriate electronic and personal channels as required, ensuring timely, professional, and consistent messaging while fostering strong client relationships and supporting the company's reputation for responsiveness and service excellence. Manage communications with General Contractors, vendors, architects, engineers, and other project stakeholders to obtain and verify all information necessary to support accurate and competitive bids. Coordinate the collection, review, and distribution of project documentation, including plans, specifications, addenda, clarifications, RFIs, instructions to bidders, competitive intelligence, project schedules, and other pertinent bid information. Ensure all bid‑related documentation is accurately organized, maintained, and uploaded to the appropriate estimating directories, while overseeing the timely distribution of bid documents to internal estimating teams to support efficient proposal development. Upon project award – Set up project management files, gather and assemble the information required to turn over projects from the estimating department to the operations team. Manage and prepare all necessary information and participate in weekly estimating meetings for project pursuits. Manage and prepare backlog information and compile reports showing potential projects and their percentage of probability of award. Acquire bid bonds if required, fill out request for proposal information, pre‑bid requirements/forms, bid forms, and pre‑qualification statements as needed. Manage and coordinate the development of Request for Proposal (RFP) and Request for Quotation (RFQ) responses by collaborating with the estimating team to gather required information, organize supporting documentation, ensure compliance with customer requirements, and facilitate the timely submission of complete, accurate, and competitive proposals. Coordinate the full proposal lifecycle from kickoff to submission. Lead proposal kickoff meetings and follow up on missing content and approvals. Track all RFQ/RFP opportunities. Maintain version control management. Act as the "hub" between departments during pursuits. Ensure submissions are compliant with company/customer requirements. Design and communication formatting of proposals and interview materials, create and manage graphics, organizational charts, schedules and visual aids. Manage and maintain organized project folders, drawing sets, and supporting documentation; ensure estimators follow procedures regarding folder organization. Work with Human Resources and onboarding teams to create and maintain up‑to‑date employee resumes for future project pursuits. After award, work with estimating and operations to create a "project profile" using information received from the GC, estimating, and operations teams. Assist estimating with gathering technical information as required from project managers and leadership teams. Support brand consistency across all marketing and proposal materials. Support customer outreach efforts, including introduction and collaboration presentations, to strengthen and maintain client relationships. Maintain the marketing database and assist in the maintenance of the estimating databases, including type of projects bid, project costs, project locations, customers per project type, photos, etc., to compile a historical database for future use. Maintain office supply inventories and place orders when inventory gets below allowable thresholds. Schedule pick‑up and deliveries as required for the bidding process. QUALIFICATIONS Demonstrated ability to work well under pressure; meet multiple and sometimes competing deadlines. Cooperative behavior with colleagues and supervisors at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Required to attend and participate in scheduled Sales and Estimating training programs. EDUCATION AND/OR EXPERIENCE Associate degree (A.A.) from a two‑year college or technical school, or 3 to 5 years related experience and/or training, or equivalent combination of education and experience. LANGUAGE SKILLS Ability to read general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. MATHEMATICAL SKILLS Ability to apply concepts of basic mathematics, and percentages. COMPUTER AND SOFTWARE SKILLS Ability to use Bid Tracer software to update and maintain files. Proficiency in Microsoft Office (Excel, Word, PowerPoint) and Canva. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. PHYSICAL DEMANDS Frequent use of hands to finger, handle, or feel, and talk or hear. Occasional lifting and/or moving up to 10 pounds. WORK ENVIRONMENT This is an office position; appropriate appearance at all times is required; company dress code applies. SECURITY AND CONFIDENTIALITY Security and confidentiality is of the utmost importance. Absolutely no removal and/or copying of any CSUSA SW data shall be accepted or left from our premises. Electronic transmissions shall be maintained at a professional level. All CSUSA SW documents contain confidential and/or privileged information. The information is intended only for use by CSUSA SW employees. Any disclosure, copying, distribution, or use of the contents of information outside of CSUSA SW office is strictly prohibited and subject to termination and legal prosecution if abused. LOCATION The above job description and duties will apply to the Chandler, Arizona office. Some if not all of these duties may also apply to the other CSUSA SW offices as required. #J-18808-Ljbffr Comfort Systems USA (Southwest), Inc.