Administrative Assistant -Estimating - Georgetown, Tx

Administrative Assistant Estimating

Control Panels USA is seeking an Administrative Assistant Estimating to join our growing team. This position will be working to provide administrative support to the team with project proposals, estimating, bid packages along with customer service in the department.

CP USA provides:

• 100% employer paid medical, dental and vision insurance
• Short-term and long-term disability
• Life Insurance
• 401(k) with 50% matching
• Paid time off
• Profit Sharing Bonus Program
• Quarterly company events
• And More!

Our regular work schedule is M-F 8AM-4:30PM with some overtime opportunities as needed.

Department Duties

• Assist Estimators with administrative preparation of project proposals, estimates, and bid packages.
• Facilitate organization and delivery of project information, including plans, specifications, addendums, and revisions.
• Track bid opportunities, bid due dates, submission requirements, and delivery methods.
• Assemble, format, print, scan, and electronically submit proposals and bid documentation.
• Maintain organized electronic and physical project folders for estimating activities.
• Assist with contacting vendors and representatives to request pricing, as directed by Estimators.
• Track receipt of vendor and subcontractor quotations and follow up on missing information when requested.
• Maintain and update vendor, representative, and customer contact lists.
• Assist with compiling project-specific documentation including qualification documents, equipment cut sheets, quotations, and proposal attachments.
• Assist in searching plan rooms, plan sites, and city or public bid websites to identify estimating opportunities.
• Maintain bid logs, proposal tracking spreadsheets, and historical estimating records.
• Support communication between Estimators, Project Managers, Marketing, and other internal departments.
• Assist in transferring awarded project documentation to the Project Manager, including proposals, cost summaries, and supporting materials.
• Assist in maintaining marketing and estimating support materials including Company Qualification documents, pricing sheets, order forms, and product cut sheets.
• Schedule meetings, pre-bid reviews, and internal coordination meetings as requested.
• Maintain professional and courteous communication with customers, vendors, and internal staff.
• Order and maintain estimating department office supplies and resources.
• Maintain confidentiality of customer, vendor, and pricing information.
• Any other task, assignments, duty, or projects, as requested by management.

Other Notes:

• Administrative Assistants are not authorized to make pricing decisions, negotiate pricing, or commit the company to any contractual obligations. All vendor and customer communications related to pricing or scope must be directed through an Estimator or Management. Administrative Assistants are expected to adhere to company policies regarding professional conduct and vendor interactions.
• Provide to Project Manager (as directed by Estimator):
  • Organized project folders containing all estimating documentation
  • Project proposals including scope, pricing summaries, and assumptions
  • Project-specific equipment cut sheets and quotations
  • Project notes, clarifications, and supporting documentation
  • Purchase orders or work orders as provided by clients

Requirements:

• High school diploma or equivalent
• 1-3 years of administrative or office support experience (entry-level candidates welcome)
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and meet deadlines
• Strong verbal and written communication skills
• Ability and willingness to learn estimating processes and terminology