Administrative Assistant - Bid Desk

About Us

MIH Systems Group is a growing company in the HVAC services field, and we work to make buildings work better. We specialize in optimizing complex HVAC systems in buildings. Our diverse team delivers value to our clients from the design stages of new construction through the operation of existing buildings. Our HVAC service team provides start-up services for complex HVAC equipment from a wide range of manufacturers, as well as ongoing preventive maintenance, break/fix repair, and equipment retrofit services. Our Ambient team includes experienced professionals who focus on cost-effective solutions for our clients.

Job Description

This Administrator Assistant role would be reporting directly to the VP and is responsible for supporting the organization's bid, proposal, pricing, quotation, filing, and documentation activities. This role assists in managing customer RFPs, RFQs, and commercial requests, ensuring timely, accurate, and compliant submissions. The ideal candidate is highly organized, detail-oriented, and analytical, with the ability to manage multiple priorities in a fast-paced environment. This position provides an excellent opportunity to develop expertise in sales operations, pricing strategy, proposal management, and commercial processes while contributing to the company's growth and revenue objectives.

Key Responsibilities

• Assist in managing the bid and proposal process from receipt through submission.
• Coordinate responses to RFPs, RFQs, and customer questionnaires.
• Support pricing reviews and prepare quote documentation for sales teams.
• Ensure all bid submissions meet deadlines and customer requirements.
• Maintain proposal templates, content libraries, and documentation.
• Review customer requests and identify missing information or requirements.
• Track bid activity and maintain accurate records within CRM.
• Assist with contract administration and document processing.
• Generate reports on bid volume, win rates, and proposal activity.
• Support continuous improvement initiatives for bid desk processes.
• Provide administrative and operational support.

Qualifications

• Bachelor's degree in Business Administration, Marketing, Finance, Communications, or a related field preferred.
• 0-2 years of experience in sales support, operations, customer service, pricing, proposals, or administrative roles.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and problem-solving skills.
• Comfortable working with cross-functional teams.
• Basic understanding of contracts, pricing, or proposal processes is a plus.
• Experience with CRM systems, Dynamic365, preferred

Ambient Enterprises provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.