Position Summary:

The Construction Estimating Administrative Assistant provides administrative and organizational support to the estimating and project management teams. This role assists with bid preparation, document management, vendor and subcontractor communication, and general office support related to construction estimating and preconstruction activities. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced construction environment with deadlines tied to bid schedules.

 

Key Responsibilities:

· Provide administrative support to estimators and project managers during the preconstruction and bidding process.

· Assist with preparation and organization of bid documents, proposals, and subcontractor invitations to bid.

· Maintain and update subcontractor and supplier databases.

· Track bid dates, deadlines, and project documentation.

· Collect, organize, and distribute plans, specifications, addenda, and other bid-related materials.

· Request and follow up on subcontractor and vendor quotes.

· Assist with compiling cost estimates, spreadsheets, and proposal packages.

· Manage electronic and physical filing systems for estimates, bids, and project documents.

· Coordinate communication between estimators, subcontractors, suppliers, and internal teams.

· Assist with prequalification paperwork and subcontractor documentation.

· Support project handoff from estimating to project management after project award.

· Perform general administrative duties such as scheduling meetings, data entry, scanning, and document formatting.

 

Qualifications:

· High school diploma or equivalent required; associate degree in business administration, construction management, or related field preferred.

· 1–3 years of administrative experience, preferably in construction, estimating, or a related industry.

· Strong organizational and time-management skills with the ability to manage multiple deadlines.

· Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

· Experience with construction management or estimating software (e.g., Procore, PlanSwift, Bluebeam, Buildertrend, or similar) is a plus.

· Excellent written and verbal communication skills.

· Ability to work independently while supporting a team environment.

· High attention to detail and accuracy in document preparation and data entry.

 

Preferred Skills:

· Familiarity with construction plans, specifications, and bid processes.

· Experience managing subcontractor/vendor communications.

· Basic understanding of construction terminology and estimating workflows.

 

Work Environment:

· Office-based position within a construction company.

· Occasional coordination with field staff, subcontractors, and suppliers.

· Fast-paced environment with peak workloads during bid deadlines.

 

Reports To:

Senior Estimator