Estimating Admin Assistant — Proposals & Bids

Control-Panels-USA-Inc.-; Georgetown (TX); On-site; USD 38,000 - 54,000; Full time

Benefits offered by this job

Medical insurance

Disability insurance

Life Insurance

401(k) with match

Paid time off

Profit sharing

Quarterly events

Job summary

Control Panels USA is seeking an Administrative Assistant in Estimating to support our estimating team with project proposals, bid packages, and customer communications. This role focuses on coordinating administrative tasks within the estimating department.

The ideal candidate has 1–3 years of office experience, strong Microsoft Office skills, and the ability to organize multiple tasks and meet deadlines, while learning estimating terminology.

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.
• 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

Organizational skills

Attention to detail

Multitasking

Communication skills

Education

High school diploma or equivalent

Tools

Microsoft Office (Word, Excel, Outlook)

Job description

Control Panels USA is seeking an Administrative Assistant in Estimating to support our estimating team with project proposals, bid packages, and customer communications. This role focuses on coordinating administrative tasks within the estimating department.

The ideal candidate has 1–3 years of office experience, strong Microsoft Office skills, and the ability to organize multiple tasks and meet deadlines, while learning estimating terminology.