Estimating and Contract Administrator

Position: Estimating and Contract Administrator

Location: Petaluma, CA

Job :405

# of Openings:1

Estimating and Contract Administrator

EQUAL OPPORTUNITY EMPLOYER/VETERANS/DISABLED

Summary: The Estimating and Contract Administrator performs administrative office work for the Estimating Team and assists in the daily operations of the estimating department.

Essential Duties and Responsibilities

• Assist with DBE advertising with GFE's (Good Faith Effort) for solicitation when required
• Review contract documents and create checklist for proposals
• Prepare bid documents for signature including notarizing when necessary
• Obtain signatures from Corporate officers for contracts and bid packages
• Assist Estimating with obtaining quotes from subcontractors and suppliers about upcoming bids
• Order Bid bonds and Payment & Performance bonds
• Track Estimating project status-specific calendar (including staff/ team assignments and schedules) & update/ disburse as necessary
• Maintain estimating information and documents in an organized and retrievable manner
• Deliver bids to potential clients as needed
• Research upcoming bidding opportunities
• Maintain detailed and organized files on future, current and past projects
• Assist in technical writing for proposals.
• Collect data on competitors pricing information from public sources
• Promote cooperation and commitment within a team to achieve goals and deliverables
• Assist estimators and other projects with administrative tasks as needed
• Willingness to work with AI systems and implement AI into daily workflow
• Prepare meeting agendas, take notes, and produce meeting minutes
• Other duties may be assigned

• Thorough understanding of standard estimating process
• Excellent listening skills and strong communication skills
• Excellent organization, prioritization and time management skills
• Excellent oral and written business communication skills
• A strong work ethic and a "can-do" attitude
• 4+ years of experience as an administrative assistant in an estimating department

• High School diploma, some college experience preferred but not necessary
• Notary Public desired

Computer Skills

To perform this job successfully, an individual should have knowledge of MS Office, Outlook, Word, Excel, Teams, and other MS products. Must have knowledge of how to modify PDFs using Adobe Acrobat. Ability to type 50 words per minute or greater.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl and talk or hear. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Salary: $80,000 to $110,000 per year