Administrative Assistant - Estimating

Control-Panels-USA-Inc.-; Georgetown (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Control-Panels-USA-Inc. is seeking an Administrative Assistant to support the Estimating Department. You will assist estimators with proposal preparation, bid packages, and project documentation, ensuring organized files and timely submissions.

The role involves coordinating with vendors, tracking bid due dates, and maintaining contact lists while upholding confidentiality of pricing information and communications. Strong MS Office skills and attention to detail are essential.

Qualifications

• High school diploma or equivalent.
• 1–3 years of administrative or office support experience.
• Proficient with Microsoft Office (Word, Excel, Outlook).
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines.
• Strong verbal and written communication skills.
• Willingness to learn estimating processes and terminology.

Responsibilities

• Assist estimators with administrative prep of proposals, estimates, and bid packages.
• Organize and deliver project information, including plans, specs, addenda, and revisions.
• Track bid opportunities, due dates, submission requirements, and delivery methods.
• Assemble, format, print, scan, and submit proposals and bid docs.
• Maintain electronic and physical project folders for estimating activities.
• Assist with vendor communications to request pricing as directed by estimators.
• Maintain vendor, representative, and customer contact lists.
• Assist in compiling project docs including qualifications, equipment cut sheets, quotes, attachments.
• Search plan rooms, plan sites, and bid websites to identify estimating opportunities.
• Maintain bid logs, proposal tracking spreadsheets, and historical estimating records.
• Support communication between Estimators, Project Managers, Marketing, and other departments.
• Help transfer awarded project docs to the Project Manager.
• Maintain marketing and estimating support materials including qualification docs and cut sheets.
• Schedule meetings and internal coordination activities as requested.
• Order and maintain estimating department office supplies.
• Maintain confidentiality of pricing and customer information.

Skills

Organizational skills

Attention to detail

Communication skills

Multi-tasking

Learning estimating processes

Education

High school diploma or equivalent

Tools

Microsoft Office (Word, Excel, Outlook)

Job description

Official Job Title: Administrative Assistant – Estimating DepartmentDuties to include but not limited to:Assist Estimators with administrative preparation of project proposals, estimates, and bid packages.Facilitate organization and delivery of project information, including plans, specifications, addendums, and revisions.Track bid opportunities, bid due dates, submission requirements, and delivery methods.Assemble, format, print, scan, and electronically submit proposals and bid documentation.Maintain organized electronic and physical project folders for estimating activities.Assist with contacting vendors and representatives to request pricing, as directed by Estimators.Track receipt of vendor and subcontractor quotations and follow up on missing information when requested.Maintain and update vendor, representative, and customer contact lists.Assist with compiling project-specific documentation including qualification documents, equipment cut sheets, quotations, and proposal attachments.Assist in searching plan rooms, plan sites, and city or public bid websites to identify estimating opportunities.Maintain bid logs, proposal tracking spreadsheets, and historical estimating records.Support communication between Estimators, Project Managers, Marketing, and other internal departments.Assist in transferring awarded project documentation to the Project Manager, including proposals, cost summaries, and supporting materials.Assist in maintaining marketing and estimating support materials including Company Qualification documents, pricing sheets, order forms, and product cut sheets.Schedule meetings, pre-bid reviews, and internal coordination meetings as requested.Maintain professional and courteous communication with customers, vendors, and internal staff.Order and maintain estimating department office supplies and resources.Maintain confidentiality of customer, vendor, and pricing information.Any other task, assignments, duty, or projects, as requested by management.Other Notes:Administrative Assistants are not authorized to make pricing decisions, negotiate pricing, or commit the company to any contractual obligations. All vendor and customer communications related to pricing or scope must be directed through an Estimator or Management. Administrative Assistants are expected to adhere to company policies regarding professional conduct and vendor interactions.Provide to Project Manager (as directed by Estimator):Organized project folders containing all estimating documentationProject proposals including scope, pricing summaries, and assumptionsProject-specific equipment cut sheets and quotationsProject notes, clarifications, and supporting documentationPurchase orders or work orders as provided by clientsRequirements:High school diploma or equivalent1-3 years of administrative or office support experience (entry-level candidates welcome)Proficiency with Microsoft Office (Word, Excel, Outlook)Strong organizational skills and attention to detailAbility to manage multiple tasks and meet deadlinesStrong verbal and written communication skillsAbility and willingness to learn estimating processes and terminology