Estimating Assistant

About the role

This position provides administrative support to the Estimating department, compiles and maintains records of business transactions, handles clerical tasks, provides front‑desk reception coverage, and keeps shared office areas presentable. The incumbent must support Orion’s core values of Quality, Safety, Production, and Integrity.

Responsibilities

• Review all invitation‑to‑bid (ITB) emails, determine if a project meets bidding criteria, and reply to the general contractor accordingly.
• Set up and maintain project estimate folders.
• Set up and maintain project bidding in the Estimating Calendar on BuildingConnected.
• Assist estimators by performing routine daily administrative tasks.
• Add projects to the BuildingConnected Bid Schedule, notify estimators, and maintain updates.
• Monitor projects through general contractors’ websites and emails for addenda, RFIs, etc., and update the calendar, project folder, and Salesforce accordingly.
• Update information regarding completed proposals from InEight to Salesforce.
• Process and sell jobs in Salesforce, set up projects in Salesforce, and send notification emails when completed for all sold jobs.
• Supply various project information to upper management as needed for reporting purposes.
• Set up and maintain relevant databases for record keeping, tracking, and reporting.
• Compile, download, copy, and print plans, records, and reports as needed.
• Manage information in Salesforce by logging estimates, drawings, and client (owner and GC) information.
• Enter and retrieve data from files or computer systems as needed.
• Provide reception coverage at the front desk of the assigned office location.
• Keep conference rooms and the lobby area clutter‑free and presentable.

Employee Safety and Compliance

• Responsible for personal safety and the safety of co‑workers and others.
• Authorized to stop work whenever an unsafe condition or situation is anticipated or observed.
• Comply with all applicable laws, regulations, company policies, and procedures.
• Report any violations of laws, regulations, or company policies promptly.
• Maintain confidentiality of all proprietary, confidential, or trade‑secret information.
• Perform other related administrative and technical duties as assigned, including certification and safety training.

Position Competencies

• Business Acumen – understanding of business operations and aligning goals to support the business.
• Change Management – support for innovation, initiate and implement organizational change.
• Collaboration – establish constructive relationships with clients and work units to meet mutual goals.
• Communication – clear verbal and written communication.
• Managing Work – plan, schedule, direct work, and ensure quality standards.
• Problem Solving – make sound, well‑informed, objective decisions.
• Safety Orientation – responsibility for personal and co‑worker safety, applying safe work practices.

Job Specific Competencies

• Customer Focus – understand needs and expectations of internal and external customers.
• Professionalism – high level of skills, ethics, and workplace standards.
• Work Standard – set high standards, define goals, and demonstrate strong effort and commitment with minimal supervision.

Requirements

• Minimum of three (3) years of administrative experience performing clerical tasks.
• High School diploma or GED required; Associate’s degree preferred.
• Excellent computer skills, including Microsoft Office Suite (Excel, Word, PowerPoint, Access), Adobe, and Outlook.
• Ability to learn new software systems such as BuildingConnected, InEight, and Salesforce.
• Excellent written and verbal communication skills.
• Ability to multitask, manage several projects simultaneously, and meet tight deadlines.
• Outstanding organizational and follow‑up skills with strong attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Ability to maintain confidentiality of highly sensitive information.

Physical / Mental Requirements

• Must be able to perform essential job functions with or without reasonable workplace accommodation.
• Must wear and properly utilize required personal protective equipment (hard hat, safety glasses, respirator, ear plugs, steel‑toed shoes, etc.) when required.
• Ability to identify critical issues, formulate action plans with all management levels, and remain calm during emergencies.
• Capable of evacuating the work area promptly in an emergency situation.