Administrative Assistant

Job Title: Bid Coordinator/Administrative Assistant

Operating Company: Stan Weaver & Company Inc.

Job Location: Orlando FL

FLSA Status: Exempt

Salary Range: $40-42k salary

About:

Stan Weaver & Company, Inc. - A member of the AIR Control Concepts family.

Stan Weaver & Company, Inc. is a leading manufacturer's representative with offices in Tampa, Orlando, Jacksonville, Miami, and West Palm Beach. The company represents the leading manufacturers in the air distribution industry. Products are promoted to engineers and owners through our staff of engineers and sold to contractors through our experienced sales team.

Our company provides support to engineers that design heating, ventilating and air conditioning systems on products ranging from air distribution, fans, energy-recovery ventilators, packaged ventilation, make-up air units, dampers, louvers, kitchen ventilation systems, laboratory exhaust systems, and more. You will find our flagship ventilation products behind walls, in ductwork, and on the roofs of hospitals, office buildings, hotels, shopping malls, restaurants, schools, industrial plants, warehouses, data centers, and other commercial buildings. The support we provide is for the selection of equipment used in these systems with the knowledge and impact of both state and federal codes.

Check out our website: Stanweaver.com | Partner for HVAC Solutions

Job Description:

The Bid Coordinator is responsible for understanding the construction bid process, is self-driven, motivated, and dedicated to providing exceptional service for external and internal customers. This individual must have excellent organizational skills, integrity, and accountability.

Essential Duties and Responsibilities:

• Manages high-volume of incoming and outgoing correspondence.
• Creates and manages digital document repository for all construction documents.
• Downloads and extracts all bidding documents.
• Enters data into project management software.
• Distributes and maintains the bid calendar.
• Communicates customer instructions, due dates, and revisions to estimating and sales team.
• Coordinates the distribution of quotations to customers between multiple departments.
• Collaborates with multiple offices to coordinate cross-territory opportunities.
• Performs other duties as assigned.

Experience and Requirements:

• High School degree or equivalent.
• Minimum 1-year previous document control experience, preferable in construction documents.
• Candidate will be self-motivated, customer service oriented, and proven ability to work effectively with minimal supervision.
• Communication skills, attention to detail, organizational skills, adaptability, and problem-solving abilities are critical to this position.
• Must be proficient in Microsoft Office Suite, Adobe, and digital file management/downloading.

Benefits:

We offer a competitive and comprehensive benefits package, including:

• Health & Wellness - Medical, dental, vision, and life insurance coverage to support your well-being.
• Financial Security - 401(k) retirement plan with company match and short/long-term disability coverage.
• Work-Life Balance - Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
• Professional Development - Ongoing training opportunities and support for continuing education.

The Company provides equal employment opportunity in accordance with applicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications.

The Company complies with disability laws and provides reasonable accommodations to qualified individuals.