Construction Estimating Assistant

Job Overview: As an Estimating Administrator, you will play a critical role in supporting Senior Estimators and the estimating team in the preparation of proposals, bid documents, and managing subcontractor relationships. You will serve as the key liaison between the Estimator and subcontractors while ensuring that all aspects of the estimating and bidding process are completed successfully. Your role will require strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.
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Key Responsibilities:
Data Management:
•    Maintain accurate project information in estimating software, including plans, specifications, vendor pricing, and other project-related data.
•    Create and update spreadsheets to track bid status, project timelines, and resource allocation.
•    Organize, file, and maintain electronic and physical bid documents 
Bid Preparation:
•    Assist estimators with quantity take-offs by reviewing blueprints and calculating material and labor requirements.
•    Compile bid packages, including forms, proposals, cost estimates, and supporting documentation.
•    Contact vendors and subcontractors to gather pricing, lead times, and availability for materials.
•    Assist in the development of Technical Proposals.
•    Ensure all bid documents are up-to-date and meet client requirements.
Subcontractor Coordination:
•    Assist with subcontractor procurement by finding and communicating with new subcontractors through various resources.
•    Maintain subcontractor electronic plan room files and update subcontractor database.
•    Facilitate communication with potential subcontractors throughout the bidding process.
•    Help Senior Estimators finalize proposals on bid day by ensuring all subcontractor information is accurate and timely.
Communication and Coordination:
•    Schedule and manage pre-bid meetings with estimators, project managers, and potential subcontractors.
•    Act as the liaison between the estimating team, vendors, subcontractors, and clients to ensure clear communication and understanding of bid requirements.
•    Distribute bid documents to the estimating team and ensure that deadlines are met and tracked.
Reporting and Analysis:
•    Generate and maintain reports on bid status
•    Analyze bid data to identify trends, cost-saving opportunities, and risk factors.
•    Provide estimators and project managers with updated project data and insights.
Administrative Tasks:
•    Manage the estimating department calendar and assist with scheduling meetings and appointments.
•    Maintain and update vendor lists, contact information, and preferred supplier databases.
•    Handle general administrative tasks such as filing, copying, email correspondence, and document organization.
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Education and Experience:
•    A Bachelor’s/Associate’s degree or equivalent experience in the construction industry.
•    Proven ability to communicate effectively, both written and oral.
•    Ability to thrive in a dynamic, team-oriented environment.
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Knowledge, Skills, and Abilities:
•    Proficiency in Microsoft Office Suite (Excel, Word, Outlook) is required; advanced Excel skills are a plus.
•    Exceptional telephone skills are mandatory.
•    Ability to professionally represent the company both verbally and in writing.
•    Detail-oriented and well-organized with the ability to handle multiple tasks and tight deadlines.
•    Ability to work well under pressure in a fast-paced environment.
•    Basic knowledge of construction materials, products, and scopes is preferred.
•    Clear understanding of and ability to interpret construction drawings and specifications is helpful but not required.
•    Experience with estimating software (e.g., Accubid, Viewpoint Vista, Procore, Buildertrend) is preferred.