Estimating Administrative Assistant

About the Role

We are seeking a highly organized and detail-oriented Estimating Administrative Assistant to support our Estimating Department in the preparation, organization, and submission of structural steel project bids.

This role is essential to keeping bid opportunities, project documentation, deadlines, and communications organized and accurate. The ideal candidate is dependable, comfortable managing multiple priorities, and able to work effectively in a fast-paced construction environment.

As an Estimating Administrative Assistant, you will work closely with our estimating team, clients, vendors, and other departments to ensure bid packages are complete, professionally prepared, and submitted on time.

What You’ll Do

Daily Responsibilities Include:

• Assist estimators with preparing, formatting, proofreading, and assembling bid proposals.
• Monitor emails and construction bidding portals for invitations to bid, drawings, specifications, addenda, and project updates.
• Download, organize, and maintain project documents using established folder structures and naming conventions.
• Create and maintain bid folders, submission checklists, and project records.
• Track bid opportunities, deadlines, pre-bid meetings, site visits, and submission requirements.
• Maintain the estimating calendar and set reminders for important deadlines and events.
• Update the bid log with project details, assigned estimators, bid dates, and submission statuses.
• Prepare weekly bid activity reports for management.
• Format proposals using company templates and compile scope documents, clarifications, exclusions, certifications, and pricing provided by the estimator.
• Combine bid documents into complete PDF packages and review them for accuracy and completeness.
• Submit bids through email, online portals, or other required methods.
• Save submission confirmations and notify the estimating team when bids have been successfully submitted.
• Maintain logs for RFIs, addenda, bid clarifications, and client correspondence.
• Coordinate pre-bid meetings, site visits, internal meetings, and client communications.
• Prepare meeting agendas, take notes, and distribute meeting minutes.
• Maintain current compliance and prequalification documents, including W-9s, insurance certificates, safety records, EMR information, and OSHA documentation.
• Track expiration dates and assist with document renewals and client prequalification forms.
• Provide general administrative support, including calendar management, correspondence, phone coverage, supplies, and travel coordination.
• Provide additional support to the Project Management Department during peak periods.

Requirements

Experience: Minimum of two years of administrative experience in construction or a related industry. Structural steel experience is preferred but not required.

Education: High school diploma or equivalent required. An associate degree or higher is preferred.

Technical Skills:

• Proficiency in Microsoft Word, Excel, and Outlook.
• Experience creating and organizing spreadsheets, reports, and digital files.
• Ability to combine, organize, and review PDF documents.
• Experience with Bluebeam Revu, Procore, BuildingConnected, iSqFt, or similar construction platforms is a plus.
• Ability to learn estimating, bid management, and document-control systems.

Organization: Strong organizational skills with the ability to manage multiple projects, deadlines, and priorities simultaneously.

Attention to Detail: Ability to review documents carefully and identify missing, inaccurate, or incomplete information before submission.

Communication: Strong written and verbal communication skills when working with estimators, clients, vendors, and internal departments.

Construction Knowledge: Familiarity with construction terminology, drawings, specifications, and bidding processes is preferred.

Work Authorization: Must be authorized to work in the United States.

Preferred Skills

• Experience supporting an estimating or preconstruction department.
• Knowledge of structural steel erection or commercial construction.
• Experience with Bluebeam Revu, Procore, or similar platforms.
• Understanding of construction bidding procedures and documentation.
• Ability to read and interpret basic structural drawings and specifications.
• Experience maintaining bid logs, calendars, compliance records, and project files.
• Experience preparing and submitting bids through online construction portals.

Work Environment

This is an office-based position with standard business hours. Occasional overtime may be required during busy bidding periods or when major bid deadlines are approaching.

What We’re Looking For

We are looking for someone who is organized, dependable, proactive, and committed to producing accurate work. The ideal candidate is comfortable working with deadlines, communicating with multiple stakeholders, and supporting a busy estimating team.

If you are detail-oriented, eager to learn, and interested in building a career within the structural steel and construction industry, we would like to hear from you.