Administrative Support Specialist

Administrative Support Specialist

Delaware Elevator is seeking an organized, detail-oriented, and proactive Administrative Support Specialist to join our Estimating Department. This role plays an important part in supporting our estimating team by coordinating bid opportunities, managing critical deadlines, maintaining project documentation, and ensuring bid proposals are submitted accurately and on time.

The ideal candidate is a strong communicator and multitasker who enjoys working in a fast-paced environment, takes pride in staying organized, and can anticipate the needs of a busy estimating team. Construction industry experience is a plus, and familiarity with the elevator industry is especially welcome!

What You'll Do

• Manage Bid Opportunities: Monitor the Estimating Department's general email inbox for new bid invitations, addendums, and construction-related communications.
• Coordinate Bid Submissions: Receive and distribute Invitations to Bid (ITBs) from General Contractors, Estimators, internal departments, email, and FTP sites.
• Track Deadlines: Maintain the bid schedule, monitor submission deadlines, and help ensure proposals are completed and submitted on time.
• Maintain Project Records: Organize electronic and physical project files, including blueprints, specifications, contracts, and other bid documentation.
• Support Estimating Activities: Enter project information into the CRM, maintain accurate estimate records, and track the progress of multiple bids.
• Research Opportunities: Utilize construction lead platforms such as BuildingConnected, PlanHub, and Construction Journal to identify additional project bidders and support bid-status reporting.
• Prepare Reports: Generate upcoming bid due reports from the CRM and provide information to the department manager for review and follow-up.
• Submit Proposals: Coordinate and submit completed bid proposals and related documentation.
• Provide Administrative Support: Manage calendars, schedule meetings, prepare correspondence and reports, and coordinate communications for the estimating team.
• Communicate Professionally: Respond to incoming calls, emails, and inquiries related to project estimates and bid opportunities.

What We're Looking For

• Previous administrative experience; construction industry experience preferred.
• Experience supporting an estimating, construction, or project management team is a plus.
• Elevator or vertical transportation industry experience is highly desirable.
• Ability to work independently while contributing to a collaborative team.
• Strong attention to detail and the ability to manage competing priorities.
• Professional demeanor, positive attitude, and proactive approach to problem-solving.
• Ability to handle confidential information with discretion.
• Willingness to learn and anticipate the needs of the estimating team.

• Proficiency in Microsoft Office Suite, Adobe, and online construction bidding platforms.
• Excellent organizational, time management, and follow-through skills.
• Strong written and verbal communication and customer service skills.
• Ability to manage multiple projects and deadlines in a fast-paced environment.
• Ability to read and interpret technical drawings and specifications, or willingness to learn.

Work Environment

• Primarily office-based position with a standard workweek.
• Occasional overtime may be necessary to accommodate critical bid submission deadlines.
• Collaborative team environment with interaction across multiple departments.

Why Join Delaware Elevator?

Delaware Elevator is a family-owned and operated company with a proud history dating back to 1946. We combine the resources and capabilities of a growing, established elevator company with the personal approach and teamwork of a family-oriented organization.

Come grow with us and be part of a team that keeps projects moving from opportunity to completion!

Delaware Elevator, Inc. is an Equal Opportunity Employer (AA/EOE).