Construction Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Construction Administrative Assistant to support the estimating team. This Long-term Contract opportunity will cover a leave assignment and is ideal for someone who can keep multiple deadlines on track while maintaining accuracy in a fast-paced construction environment. The role focuses on proposal coordination, document control, vendor communication, and general administrative support for active bids.

Responsibilities:

• Coordinate the preparation and final assembly of bid packages, scope documents, and supporting materials for submission.

• Organize plans, specifications, addenda, and revision records so estimating information remains current and accessible.

• Monitor incoming supplier and subcontractor pricing, compile comparisons, and help arrange proposal details for estimator review.

• Maintain bid logs, filing systems, and tracking tools for both active opportunities and archived project records.

• Prepare spreadsheets, cost summaries, and other administrative documents that support the estimating process.

• Track bid deadlines, assist with scheduling priorities, and help ensure submissions are completed on time.

• Communicate with vendors, subcontractors, and internal team members to gather required forms, pricing, and documentation.

• Participate in meetings and provide administrative follow-up on action items related to estimating activities.

• Previous administrative support experience, preferably in construction, contracting, or a related service environment.
• Strong written and verbal communication skills with the ability to interact professionally with internal teams and external partners.
• Excellent organizational abilities and time management skills in a deadline-driven setting.
• Proven ability to handle multiple priorities independently and make sound decisions with minimal supervision.
• Proficiency in data entry, typing, and Microsoft Office 365, including Excel, Word, and Outlook.
• Comfortable supporting bid proposal activity, document preparation, and general office coordination.
• Experience with estimating or bid-related platforms such as BuildOps or BidTracer is helpful but not required.
• Familiarity with public bid documentation is an advantage but not mandatory.