Office Administrator/Bids & Parts Coodinator

Job Summary:

The Office Administrator / Bids & Parts Coordinator is responsible for supporting the day-to-day operation of the office while providing administrative support to the sales and project teams. This role manages office administration, supports bids and quotations, and coordinates parts and supply ordering. The position works closely with customers, manufacturers, vendors, Sales Engineers, and internal teams to ensure orders, invoices, bids, and administrative tasks are handled accurately and on time.

Duties and Responsibilities:

• Support day-to-day office operations, ensuring efficiency, organization, and a professional office environment
• Answer, screen, and route incoming phone calls and greet visitors in a professional and courteous manner
• Manage incoming and outgoing mail, packages, documents, and general office correspondence
• Prepare, process, and maintain customer invoices and assist with accounts receivable activities
• Monitor outstanding receivables, follow up on past-due invoices, and communicate with customers regarding billing questions
• Maintain accurate customer, invoice, payment, and administrative records and assist with reconciliation as needed
• Assist Sales Engineers and management with bids, proposals, quotations, and related documentation
• Request and maintain manufacturer and vendor pricing, availability, lead times, and product information for bids and customer requests
• Track bid opportunities, quotation deadlines, submissions, and follow-up activities
• Order HVAC parts, equipment, supplies, and other materials from manufacturers and vendors as needed
• Obtain pricing and availability, prepare or process purchase orders, and track orders through delivery
• Monitor shipments, backorders, delivery dates, and discrepancies, communicating issues to the appropriate internal team
• Coordinate with manufacturers, vendors, customers, and internal staff to resolve order, billing, and delivery questions
• Maintain organized filing systems for bids, purchase orders, invoices, customer records, and other administrative documents
• Monitor, order, and maintain office supplies and inventory and coordinate with vendors as needed
• Assist with scheduling meetings, calendar coordination, internal events, and general administrative tasks
• Perform other administrative and operational duties as assigned

Qualifications:

• Bachelor’s degree preferred; Associate’s degree considered in lieu of relevant experience
• 2+ years of experience in office administration, sales support, bids receivable, purchasing, or a related administrative role
• Experience with bids receivable, customer accounts
• Experience supporting bids, quotations, purchasing, or order processing preferred
• HVAC, mechanical, construction, engineering, manufacturer's representative, or related industry experience strongly preferred
• Strong attention to details, with the ability to manage multiple tasks, deadlines, and priorities
• Excellent verbal and written communication skills and a professional customer-service approach
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook
• Strong attention to detail and accuracy when working with pricing, invoices, purchase orders, and customer information
• Ability to communicate effectively with customers, manufacturers, vendors, Sales Engineers, and internal staff
• Dependable, proactive, and comfortable working independently while supporting a team

Benefits at Critical Systems LLC:

• Medical, Dental, and Vision Insurance
• 401(k) 
• Generous Paid Time Off (PTO)
• Competitive salary with performance-based incentives
• Opportunities for professional development and continuous learning
• Collaborative, growth-oriented team culture

Critical Systems LLC is an Equal Opportunity Employer