Commercial Bid Coordinator

About Arizona Blinds Company Arizona Blinds Company is a growing window treatment company serving customers across Arizona. We provide blinds, shades, shutters, and other window covering solutions designed for Arizona homes, businesses, builders, contractors, and commercial spaces. We are a small, team-based company that values professionalism, clear communication, accurate documentation, follow-through, and a strong customer experience. Every team member plays an important role in keeping projects organized, customers informed, and jobs moving forward correctly. We are looking for a detail-oriented Commercial Bid Coordinator to help manage commercial bid opportunities, organize project information, prepare bid documents, communicate with internal team members, and support commercial project follow-through. Position Summary The Commercial Bid Coordinator is responsible for helping Arizona Blinds Company review, organize, prepare, and submit commercial bid opportunities. This role supports commercial sales, new construction projects, builders, contractors, property managers, and other business-to-business opportunities. The right person for this position is organized, accurate, professional, and comfortable working with deadlines, documents, measurements, product information, emails, CRM updates, and project details. This role requires strong follow-through because incomplete information, missed deadlines, or poor documentation can affect whether the company wins or loses commercial work. This is a strong fit for someone with experience in administrative support, estimating support, construction office coordination, project coordination, bid coordination, commercial services, or detailed office work. Key Responsibilities The Commercial Bid Coordinator may be responsible for: Reviewing incoming commercial bid opportunities and gathering required project details. Organizing bid requests, plans, specifications, deadlines, contact information, and project notes. Communicating with contractors, builders, vendors, property managers, and internal team members as needed. Helping prepare commercial quotes, proposals, bid packets, product information, and supporting documents. Tracking bid due dates and making sure deadlines are not missed. Entering and updating customer, project, bid, and job information in the company CRM. Maintaining accurate documentation for commercial leads, bids, estimates, approvals, follow-ups, and project status. Coordinating with the owner, commercial consultant, customer service team, and installation team when needed. Requesting missing information, measurements, specifications, drawings, product selections, or clarification before bids are submitted. Following up on submitted bids and documenting the outcome. Helping maintain organized digital files for commercial opportunities and active projects. Supporting handoffs from bid stage to approved project stage. Making sure project notes are clear enough for the team to understand next steps. Communicating delays, missing information, concerns, or potential issues quickly. Protecting confidential company, customer, pricing, vendor, and project information. Following Arizona Blinds Company systems, communication standards, and documentation expectations. What We Are Looking For We are looking for someone who is: Highly organized and detail-oriented. Comfortable working with deadlines. Strong with written communication. Professional on the phone, by email, and in internal messages. Able to follow systems and processes consistently. Good at keeping records, notes, files, and project details accurate. Able to ask questions when information is unclear. Comfortable working with pricing, product details, measurements, and project documents. Reliable, punctual, and able to manage assigned responsibilities without constant reminders. Calm under pressure when multiple projects or deadlines are active. Careful with confidential customer, company, and pricing information. Willing to learn window treatment products, commercial project flow, and company procedures. Required Qualifications Administrative, office, project coordination, estimating support, bid coordination, or customer service experience. Strong computer skills. Experience using email, spreadsheets, digital files, CRM systems, or project tracking tools. Strong written and verbal communication skills. Ability to manage multiple tasks and deadlines. Ability to enter notes and updates accurately. Ability to work independently and as part of a small team. Professional attitude with customers, vendors, contractors, and coworkers. High attention to detail. Preferred Qualifications Preferred but not required: Experience with construction, trades, window coverings, interior products, home services, commercial services, or contractor support. Experience reviewing plans, specifications, measurements, or bid documents. Experience with CRM systems, Slack, spreadsheets, Google Workspace, Microsoft Office, or similar tools. Experience supporting sales, estimating, scheduling, or project management. Experience communicating with builders, contractors, property managers, vendors, or commercial customers. Skills Needed for Success Bid coordination Administrative support Project organization CRM data entry Email communication Deadline tracking Document organization Follow-up management Customer service Vendor communication Attention to detail Construction or trade office support Commercial project support Problem-solving Professional communication Work Expectations This position requires consistent communication, accurate documentation, and strong follow-through. The Commercial Bid Coordinator is expected to use company systems and keep project information updated so the team can rely on the CRM, notes, and files as the source of truth. Incomplete notes, missed deadlines, unclear communication, or failure to update project information can cause delays, mistakes, customer confusion, or lost commercial opportunities. The right person will take ownership of their work and make sure tasks are fully completed.

Benefits Benefits may include:

Paid time off Paid holidays Consistent weekday schedule Opportunity to grow with a small, expanding company Hands-on training in window treatments and commercial project coordination Supportive team environment Long-term role potential

Pay:

$3,500.00 - $5,000.00 per month

Benefits:

Paid time off

Work Location:

Hybrid remote in Phoenix, AZ 85040