Estimating Administrative Assistant

Job Title: Estimating Administrative Assistant

Reports To: Vice President of Estimating

Job Summary:

The Estimating Executive Assistant provides high-level administrative support to the President of Estimating, Vice President of Estimating, and the estimating department. This role requires excellent organizational skills, attention to detail, reliability, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will have experience in construction, competitive commercial general contracting administration, or a related field and will be proactive in ensuring the smooth operation of the estimating team.

Key Responsibilities:

Administrative & Executive Support:

· Manage and coordinate the departments KPIs

• Prepare a monthly KPI report for the President of Estimating

· Manage and coordinate the Vice President’s schedules, including meetings, bid dates, revision dates, and project assignments.

· Assist the VPoE in preparing and organizing bid documents, proposals, and legal items for submission.

· Maintain and update project tracking systems, ensuring accuracy and accessibility.

• Including bid opportunities received from the Business Development Department

· Handle confidential information with professionalism and discretion.

· Draft, edit, and proofread reports, emails, and presentations.

Estimating Department Support:

· Assist VPoE in bid preparation by gathering administrative documents needed for the bid submissions, coordinating between department to get these documents completed, organizing the bid books for submission, and ensuring compliance with project requirements.

· Coordinate bid bonds and project bonds as directed from the VPoE

· Assist the VPoE in maintaining a database of historical bid information, project costs, and client feedback.

· Support the estimating team by creating jobs in necessary platforms and organizing drawings, specifications, and contract documents as needed in those platforms.

· Set up team collaboration sheets ahead of scheduled meetings.

· Record meeting minutes for assigned meetings.

Communication & Coordination:.

· Schedule and coordinate internal and external meetings, including bid openings and pre-bid conferences as assigned by VPoE.

· Track and follow up on action items, ensuring deadlines are met.

• KPIs
• VPoE contracts
• Bid Revisions
• Change Orders

General Office Management:

· Assist with the filing system (digital) to ensure documents are easily accessible within our companies platforms.

· Assist the VPoE with onboarding.

• Logins for company programs as assigned.
• Desk set up & items as assigned.

Qualifications & Requirements:

· Experience: Minimum of 3-5 years in an executive assistant, administrative, or estimating support role (preferably in construction or a related industry).

Skills:

· Strong organizational and time-management abilities.

· Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint and Teams).

· Proficiency in Google Suites (Primarily Gmail & Google Calendar)

· Experience with construction estimating software (e.g., Procore, Bluebeam or Autodesk) is a plus.

· Excellent written and verbal communication skills.

· Ability to work independently and prioritize tasks effectively.

· Strong foresight in identifying upcoming tasks and priorities.

· Proactive approach to anticipating tasks and departmental needs.

Work Environment & Benefits:

· Full-time position, typically 8 AM - 5 PM with occasional extended hours as needed for bid deadlines.

· Competitive salary and benefits package, including health insurance, 401(k), and paid time off.

· Opportunity to work in a dynamic, team-oriented enviro

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Location:

• Lubbock, TX (Required)

Work Location: Remote

Salary : $45,000 - $50,000