Virtual Assistant – Contract Bidding & Proposal Specialist (AI-Proficient)

Full Description

Company: Kenyon & Sons HVAC Location: Remote Reports To: General Manager Compensation: $300 USD / Month (Fixed)

About the Role Kenyon & Sons HVAC is seeking a highly organized and resourceful Virtual Assistant to drive our growth in the institutional and commercial sectors.

We are looking for an "AI-Augmented" professional—someone who knows how to combine proposal writing expertise with modern AItools to work smarter, not harder.

Your primary goal is volume and precision: finding opportunities, securing vendor partnerships, and submitting 3-4 high-quality bid packets daily.

Day-to-Day Responsibilities

• Opportunity Scouting: Daily monitoring of public bidding platforms and RFP databases to identify relevant HVAC and mechanical maintenance opportunities.

• Bid Analysis: Quickly analyze "Scope of Work" documents to determine if the project fits our capabilities and margin requirements.

• Vendor Outreach: Identify and contact potential subcontractors or equipment suppliers to secure necessary quotes or partnerships for specific bids.

• Proposal Generation (High Volume): Draft, format, and prepare 3 to 4 complete bid proposals per day. You will use templates and AI tools to accelerate the writing of cover letters, technical approaches, and capability statements.

• Submission & Compliance: Ensure all forms are filled out correctly and submitted before deadlines.

• Daily Reporting: Submit an End-of-Day (EOD) report to the General Manager summarizing:

• Bids submitted.

• Bids in progress.

• Vendor responses received.

Who We Are Looking For

• The "AI Power User": You are proficient with tools like ChatGPT, Claude, Jasper, or similar AI platforms to speed up reading, summarizing, and writing tasks.

You do not write everything from scratch; you edit and refine AI outputs.

• RFP/RFQ Experience: You understand the structure of formal requests for proposals. You know what "Scope of Work," "Evaluation Criteria," and "Compliance" mean without needing training.

• Fast & Efficient: You can process information quickly. You are comfortable handling a quota of 3-4 submissions daily.

• Strong Communicator: You are confident reaching out to other businesses (vendors) via email or phone to get quotes quickly.

• Detail-Oriented: Despite the speed, you ensure that numbers and company details are accurate.

Requirements

• Proven experience in proposal writing, lead generation, or administrative support.

• Familiarity with the HVAC, Construction, or Facilities Maintenance industries is a major plus.

• Strong command of written English.

• Stable internet connection and availability to work during standard business hours (or an overlapping schedule).

Why Apply?

• Remote Freedom: Work from anywhere.

• Long-Term Potential: We are looking for a steady partner to grow with us.

• Clear Expectations: We value output over hours.

If you can use technology to finish your 3-4 bids quickly, you own your time.

How to Apply Please send your resume and a brief cover letter. In your cover letter, please answer the following:

• Which AI tools do you use to speed up your writing or research process?

• Have you worked on formal RFPs or bids before?

Job Type: Full-time

Pay: Rs84,067.00 - Rs90,000.00 per month

Work Location: Remote

Expected Start Date: 12/01/2026