Administrative Assistant-Estimating

Official

Job Title:

Administrative Assistant – Estimating Department Duties to include but not limited to:

Assist Estimators with administrative preparation of project proposals, estimates, and bid packages.

Facilitate organization and delivery of project information, including plans, specifications, addendums, and revisions.

Track bid opportunities, bid due dates, submission requirements, and delivery methods.

Assemble, format, print, scan, and electronically submit proposals and bid documentation.

Maintain organized electronic and physical project folders for estimating activities.

Assist with contacting vendors and representatives to request pricing, as directed by Estimators.

Track receipt of vendor and subcontractor quotations and follow up on missing information when requested.

Maintain and update vendor, representative, and customer contact lists.

Assist with compiling project-specific documentation including qualification documents, equipment cut sheets, quotations, and proposal attachments.

Assist in searching plan rooms, plan sites, and city or public bid websites to identify estimating opportunities.

Maintain bid logs, proposal tracking spreadsheets, and historical estimating records.

Support communication between Estimators, Project Managers, Marketing, and other internal departments.

Assist in transferring awarded project documentation to the Project Manager, including proposals, cost summaries, and supporting materials.

Assist in maintaining marketing and estimating support materials including Company Qualification documents, pricing sheets, order forms, and product cut sheets.

Schedule meetings, pre-bid reviews, and internal coordination meetings as requested.

Maintain professional and courteous communication with customers, vendors, and internal staff.

Order and maintain estimating department office supplies and resources.

Maintain confidentiality of customer, vendor, and pricing information.

Any other task, assignments, duty, or projects, as requested by management.

Other Notes:

Administrative Assistants are not authorized to make pricing decisions, negotiate pricing, or commit the company to any contractual obligations. All vendor and customer communications related to pricing or scope must be directed through an Estimator or Management. Administrative Assistants are expected to adhere to company policies regarding professional conduct and vendor interactions.

Provide to Project Manager (as directed by Estimator):

Organized project folders containing all estimating documentation

Project proposals including scope, pricing summaries, and assumptions

Project-specific equipment cut sheets and quotations

Project notes, clarifications, and supporting documentation

Purchase orders or work orders as provided by clients

Requirements:

High school diploma or equivalent1-3 years of administrative or office support experience (entry-level candidates welcome)
Proficiency with Microsoft Office (Word, Excel, Outlook)
Strong organizational skills and attention to detail

Ability to manage multiple tasks and meet deadlines

Strong verbal and written communication skills

Ability and willingness to learn estimating processes and terminology