Office AdministratorBids & 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:

• Bachelors degree preferred; Associates 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 manufacturers 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

Required Experience:

Junior IC