Administrative Assistant- Estimating

McGuire & Hester; San Francisco (CA); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Family medical, dental and vision

Company stock (ESOP)

401k employer match

Bonus program

Continuing education reimbursement

PTO

Paid holidays

Paid sabbatical program

Personal financial planning

Job summary

McGuire & Hester, a San Francisco construction firm, seeks an Administrative Assistant to organize all administrative functions for the Estimating Department, ensuring efficiency and accuracy. You will support bid management, calendars, and file control, coordinating closely with the Estimating Administrative Manager and senior team.

The role requires a minimum of three years in administrative support, preferably in construction, with strong English language skills and Google Workspace

Qualifications

• Education and experience: A.A. or Bachelor’s degree preferred, three+ years administrative support experience, construction experience preferred
• Language: read and write in English
• Math: basic business math
• Reasoning: multi-step instructions with occasional variables
• Computer: proficient with Google Workspace and typing 50 wpm
• Interpersonal: collaborate with clients, employees, managers, and agencies
• Certificates: notary helpful but not required

Responsibilities

• Record and file original plans and specs
• Order plans and specs as directed by leaders
• Update bid database with accurate information after bids
• Organize bid calendars and schedules
• Set up and distribute Smart Bid invitations
• Meet all deadlines
• Assist VP of Business Development and VP of Operations with admin duties
• Advertise to subcontractors to meet bid requirements
• Foster productive internal environment
• Recognize and reward team contributions

Skills

English proficiency

Communication

Organization

Education

Associate or Bachelor's degree preferred

Tools

Google Workspace

Ten-key by touch

Job description

Description

McGuire and Hester is a construction company that provides complete site work services: pipelines, grading paving, concrete, landscape and mechanical. In addition to traditional project delivery methods, we are involved with design build projects and alternative delivery methods. McGuire and Hester have played an integral role in the construction of many of Northern California’s most recognizable landmarks and infrastructure projects. Our storied past crosses more than nine decades. Our mission statement is, “Together We Build Things Right” which encompasses our business philosophy as well as our values and culture. We have a team environment that focuses on the greater good, resulting in a fantastic place to work that positively impacts our business partners and community.

Job Summary

An Administrative Assistant organizes all administrative functions of the Estimating Department to optimize efficiency and accuracy

Reports to

Estimating Administrative Manager

Key Communication Partners

VP/Chief Estimator, Operations Managers, Estimators, Construction Technology Manager, Project Engineer – Estimating, Vice President of Business Development, and Marketing Coordinator

Typical Duties

• Ensures that original plans and specs are recorded and are properly filed in the job files


• Order plans and specs as directed by the Vice President of Estimating or Operations Manager


• After the bid, ensure that all information entered into bid database is complete and accurate; follow up with the estimator and owners as appropriate


• Update bid, pre-bid, and bid run calendar


• Organize weekly bid schedule, order plans and specs, subcontractor advertisement, DBE good faith efforts, follow up of unit price from other contractors and marketing database


• Set up and distribute Smart Bid invitations


• Meet all deadlines successfully


• Understands the duties of the Vice President of Business Development and Vice President of Operations and assists in administrative duties whenever possible


• Perform all required advertisements to subcontractors as required in a timely manner to ensure bid requirements are met


• Internally help foster an efficient, productive, environment by getting to know coworkers


• Reward and recognize others for their contributions to the company

Qualifications

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or ability required.

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Education and Experience: A.A. or Bachelor’s degree preferred, three or more years administrative support experience, previous construction experience preferred

Language Skills: must be able to read and write in English

Mathematical Skills: understanding basic business math

Reasoning Ability: apply common sense understanding to carry out multiple step instructions with standardized situations with occasional variables

Computer Skills: ten-key by touch; must type at least 50 wpm, must be fluent in Google workspace. Individuals in this position will also need to be able to learn new technologies as they evolve or are implemented

Interpersonal Skills: the ability to interface and collaborate with a wide variety of people including clients, employees, managers, and agencies

Certificates, Licenses, and Registration: notary helpful but not required

Benefits

Besides a competitive salary and the best retirement package in the industry we offer:

• Family medical, dental and vision


• Company Stock (ESOP)


• 401k Employer Match


• Bonus Program


• Continuing Education Reimbursement


• PTO


• Paid Holidays


• Paid Sabbatical Program


• Personal Financial Planning

We are confident that our retirement plan is the best in the industry.

Compensation

$60,000-$70,000, annually based on skills experience and knowledge .