Estimating Department Administrative Assistant

Position Summary

The Estimating Department Administrative Assistant supports the estimating team by coordinating pre-sale and post-sale processes, managing project documentation, and ensuring smooth communication between customers, subcontractors, and internal teams. This role also assists with change orders, financial tracking, and general office operations, including supporting contractor estimate requests.

Primary Responsibilities

Estimating & Pre-Construction Support

• Manage pre-sale and pre-production information (OneNote and server)
• Review project scope with estimators (basic construction knowledge required)
• Coordinate site visits with customers and subcontractors
• Communicate with architects, vendors, and subcontractors during pre-sale phases
• Request and track quotes from vendors and suppliers
• Enter and organize projects within estimating software
• Assist in preparing and submitting proposals
• Make minor proposal revisions to support timely customer approvals

Contractor Estimate Coordination (Techno Metal Post of Buffalo)

• Respond to incoming contractor inquiries via phone and email
• Coordinate and prepare estimates for contractors in a timely manner
• Maintain clear communication with contractors regarding scope, pricing, and timelines
• Support email sales efforts and follow-ups to help drive project opportunities (earn commission)
• Project Coordination & Change Orders
• Process sold job information and organize project documentation
• Create and maintain project/production folders
• Track and document project changes and change orders
• Maintain consistent communication with internal teams regarding scope changes
• Update job boards and internal tracking systems

Secondary Responsibilities

Office & Operational Support

• Assist with general office tasks and team coordination
• Support weekly meetings and employee/customer engagement effort

Project & Vendor Support

• Follow up with architects on plans and obtain necessary documents
• Assist with permits and project documentation
• Help onboard new subcontractors and vendors
• Provide basic IT and computer software support as needed

Qualifications

• High school diploma or GED required, college degree preferred
• Minimum 5 years of office administration experience
• Basic knowledge of construction (electrical, plumbing, carpentry, HVAC, etc.)
• Strong organizational and communication skills
• Proficiency in Microsoft Office and QuickBooks
• Experience with estimating software (Clear Estimates a plus)
• CRM experience (Salesforce a plus)