Estimating Admin Assistant – Proposals & Bids

Control-Panels-USA-Inc.-; Georgetown (TX); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Insurance benefits

401(k) matching

Paid time off

Profit sharing

Company events

Job summary

Control Panels USA is seeking an Administrative Assistant - Estimating to join our growing team. This position will provide administrative support to the estimating department for project proposals, estimates, bid packages, and customer service tasks.

Regular hours are M-F 8AM-4:30PM with potential overtime. The role supports Estimators, Project Managers, Marketing, and other internal teams by organizing documents, tracking bid opportunities, and coordinating communication.

Qualifications

• 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.

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 in 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

Organization

Attention to detail

Communication

Multi-tasking

Learning estimating

Education

High school diploma

Tools

Microsoft Office

Job description

Control Panels USA is seeking an Administrative Assistant - Estimating to join our growing team. This position will provide administrative support to the estimating department for project proposals, estimates, bid packages, and customer service tasks.

Regular hours are M-F 8AM-4:30PM with potential overtime. The role supports Estimators, Project Managers, Marketing, and other internal teams by organizing documents, tracking bid opportunities, and coordinating communication.