Cost Estimator​/Admin Assistant; REMOTE - INDIA​/PHILIPPINES

The Cost Estimator / Administrative Assistant will support the preparation of cost estimates and proposals for Geotechnical Instrumentation (GEM), Environmental, and Geotechnical projects while providing administrative and project coordination support to the department.

This position involves reviewing Requests for Proposals (RFPs), gathering project requirements, obtaining vendor pricing, preparing cost proposals, and coordinating with clients and internal team members to ensure estimates are accurate and submitted on time. The successful candidate will also help maintain project trackers, monitor deliverables, organize documentation, and follow up with team members to keep projects and departmental activities on schedule.

The ideal candidate is detail-oriented, organized, proactive, and comfortable balancing estimating responsibilities with administrative tasks in a remote work environment. Experience in the architecture, engineering, and construction (AEC) industry, particularly with New York City codes and project requirements, is highly desirable.

• Review RFPs, bid invitations, scopes of work, specifications, and other solicitation documents for GEM, Environmental, and Geotechnical projects.
• Identify project requirements, deliverables, staffing needs, equipment, materials, subcontracted services, and other cost components.
• Prepare cost estimates, pricing summaries, and proposals based on project scope, labor requirements, vendor quotations, and applicable rates.
• Request and obtain pricing from vendors, subcontractors, suppliers, and service providers.
• Compare vendor quotations, track pricing information, and assist in evaluating costs to support competitive and accurate proposals.
• Coordinate with technical staff and project managers to clarify scope, assumptions, exclusions, and resource requirements.
• Reach out to clients to obtain missing information, clarify RFP requirements, and resolve questions necessary to complete estimates.
• Ensure estimates and proposals are complete, properly formatted, and submitted within established deadlines.
• Maintain organized records of submitted proposals, pricing data, vendor quotations, and estimating documents.
• Assist with revisions, clarifications, and updates to proposals as project requirements change.

• Maintain internal trackers for proposals, active projects, schedules, assignments, and required deliverables.
• Monitor project milestones and deadlines, following up with team members to ensure deliverables are completed on time.
• Coordinate with engineers, project managers, field personnel, and other departments to gather information and communicate project updates.
• Schedule meetings, prepare agendas when needed, record meeting notes, and track action items.
• Organize project files, correspondence, contracts, proposals, reports, and other departmental documentation.
• Maintain accurate records of RFP deadlines, proposal status, client communications, vendor responses, and outstanding tasks.
• Assist in preparing progress reports, status summaries, spreadsheets, and other internal management reports.
• Follow up on pending information, approvals, submissions, and other items requiring action from internal or external stakeholders.
• Help improve administrative workflows, tracking systems, document templates, and procedures to support departmental efficiency.
• Provide general administrative support to the department as needed.

• Serve as a coordination point for collecting information needed for estimates, proposals, and project deliverables.
• Communicate upcoming deadlines, outstanding tasks, and potential delays…