Administrative Assistant - Estimating / Chadwick

RESPONSIBILITIES:

• Ability to perform various office functions with use of office equipment, systems and processes 
• Provide administrative support to the Estimating Team.
• Prepare, proofread, and distribute correspondence, reports, proposals, and bid documents.
• Schedule meetings, conference calls, and department appointments.
• Answer and direct incoming calls and emails related to estimating activities.
• Maintain department calendars and bid schedules.
• Assist with the preparation, assembly, and distribution of bid packages and proposals.
• Track Invitations to Bid (ITBs), Requests for Proposal (RFPs), and Requests for Quotation (RFQs).
• Maintain bid logs, project tracking reports, and estimating databases.
• Coordinate the collection of subcontractor and supplier quotations.
• Ensure bid documents, drawings, specifications, and addenda are properly filed and distributed.
• Support estimators with document organization and data entry.
• Maintain electronic and hard-copy filing systems for estimates, project documents, contracts, and correspondence.
• Archive completed project files in accordance with company policies.
• Monitor updates to drawings, specifications, and addenda and distribute revisions to appropriate team members.
• Ensure all estimating records are accurate, complete, and up to date.
• Communicate with subcontractors, suppliers, general contractors, and customers regarding bid requirements.
• Request and track vendor pricing and subcontractor proposals.
• Maintain current contact information and qualification records for vendors and subcontractors.
• Generate and maintain spreadsheets, reports, and project tracking logs.
• Enter and update estimating information in company software systems.
• Assist with compiling historical cost data and project information for future estimates.
• Support departmental reporting and KPI tracking as required.
• Other duties as required.

MINIMUM AND/OR PREFERRED QUALIFICATIONS: 

EDUCATION:

• High School Diploma or GED equivalent 

EXPERIENCE:  

• 2-5 years of administrative support experience, preferably in construction, HVAC, plumbing, mechanical contracting, or estimating environments.
• Experience supporting multiple team members in a deadline-driven environment preferred.              

CERTIFICATES, LICENSES, REGISTRATIONS:
 

SKILL REQUIREMENTS: 

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet strict deadlines.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
• Ability to learn construction estimating and project management software.
• Knowledge of construction terminology, plans, specifications, and bid processes preferred.
• Strong customer service and interpersonal skills.
• Ability to maintain confidentiality and professionalism.
• Prolonged periods of sitting and working on a computer.
• Ability to occasionally lift up to 25 pounds.
• Ability to move throughout an office environment.

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

WORK ENVIRONMENT:

This job operates in an office environment. Must be able to sit and/or stand for extended periods of time.  

REASONABLE ACCOMODATION:

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company’s business operations.  

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.  Employees understand the above job description and agree to comply with and be subject to its conditions. Employee further agrees this job description does not alter his/her at-will employment status. Employees understand the Company reserves the right to delegate, remove, expand or change all responsibilities. Employees acknowledge that he/she can fulfill the above duties with or without reasonable accommodation.