Administrative Assistant -Estimating - Georgetown, Tx

Control Panels USA Inc.; Georgetown (TX); On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Disability insurance

Life Insurance

401(k) with 50% matching

Paid time off

Profit sharing bonus program

Quarterly events

Job summary

Control Panels USA is hiring an Administrative Assistant – Estimating to join our growing team. This role provides administrative support for project proposals, estimating, bid packages, and customer service within the Estimating Department.

The position supports Estimators, Project Managers, and Marketing, ensuring organized proposal documentation, vendor coordination, and timely bid submissions. Regular hours are Monday–Friday, 8:00 AM–4:30 PM, with overtime opportunities as needed.

Qualifications

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

Responsibilities

• 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.

Skills

MS Office proficiency

Organizational skills

Multitasking

Communication skills

Learning estimating

Education

High school diploma

Tools

Microsoft Office

Job description

Control Panels USA is seeking Administrative Assistant -Estimating to join our growing team. This position will be working to provide administrative support to the team with project proposals, estimating, bid packages along with customer service in the department.

Why CP USA?

Join our amazing team! Here’s what some of our employees have to say about CP USA:

• Have always enjoyed working for CP USA. This is truly the best working environment I’ve ever worked in.
• CP USA does an amazing job of making their employees feel appreciated. They also do great at recognizing strengths and giving people the opportunity to grow.
• This is a great company to work for and the employee longevity shows it.

CP USA provides:

• 100% employer paid medical, dental and vision insurance
• Short-term and long-term disability
• Life Insurance
• 401(k) with 50% matching
• Paid time off
• Profit Sharing Bonus Program
• Quarterly company events
• And More!

Our regular work schedule is M-F 8AM-4:30PM with some overtime opportunities as needed.

Official Job Title:

Administrative Assistant – Estimating Department

Duties 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 documentation
  • Project proposals including scope, pricing summaries, and assumptions
  • Project-specific equipment cut sheets and quotations
  • Project notes, clarifications, and supporting documentation
  • Purchase orders or work orders as provided by clients

Requirements:

• High school diploma or equivalent
• 1-3 years of administrative or office support experience (entry-level candidates welcome)
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and meet deadlines
• Strong verbal and written communication skills
• Ability and willingness to learn estimating processes and terminology