Estimating Administrative Assistant

Responsibilities

• Document & Bid Preparation:
• Compile and assemble bid documents, including plans and specifications.
• Organize and maintain project folders with proper version control and file naming standards.
• Ensure all bid-related documents are complete and accessible to the estimating team.
• Addenda Tracking:
• Monitor incoming addenda related to projects.
• Distribute updates to subcontractors and suppliers using SmartBid.
• Maintain accurate records of addenda communications.
• Solicitation Database Management (SmartBid):
• Maintain and update the solicitation database, including company and contact information.
• Create and manage project postings as directed by estimators.
• Ensure all data is accurate and current to support bidding efforts.
• Salesforce & Reporting Management:
• Manage data within the District Submission Summary Report across all active projects.
• Cookordination with project leads to update and maintain accurate Salesforce entries.
• Track submission deadlines and ensure timely updates to weekly reports.
• Compliance & Estimating Standards:
• Follow established estimating procedures and company standards.
• Aid in managing Good Faith Efforts (GFEs) for projects with government funding requirements.
• Ensure compliance documentation is properly tracked and maintained.
• Administrative Support:
• Schedule meetings and coordinate calendars for the estimating team.
• Track key deadlines and support timely deliverables.
• Order catering for management review meetings.
• Cookordinate lunch-and-learn sessions with subcontractors and suppliers.
• Respond to internal and external administrative requests.

Qualifications

• Strong organizational and time management skills.
• Attention to detail and ability to manage multiple priorities.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Experience with database systems (e.g., SmartBid, Salesforce) preferred.
• Effective communication and coordination skills.