Estimating Administrator

Dks Contracting Inc; Chandler (AZ); On-site; USD 55,000 - 75,000; Full time

Job summary

DCS Contracting, Inc. is seeking an Estimating Administrator to join our heavy civil construction team in Chandler. You will support estimating, purchasing, and contracts by organizing bid opportunities, preparing bid packages, and maintaining project documentation.

The role emphasizes attention to detail, deadline-driven work, and collaboration with estimators and project teams. This in-office position offers growth within a growing Arizona civil infrastructure company.

Qualifications

• 3+ years administrative experience, preferably in construction or related field.
• Experience supporting estimating, project management, purchasing, or construction administration functions preferred.
• Proficiency with MS Word, Excel, Outlook, and related applications.
• Experience with document management systems is a plus.
• Familiarity with plans, specifications, bid documents, or project records is beneficial.

Responsibilities

• Coordinate receipt, logging, tracking, and distribution of bid opportunities and project invitations.
• Order plans, download specifications, and maintain organized project files.
• Assemble complete bid packages and proposal documents for bid submissions.
• Verify required bid documents, forms, and submission requirements before bid day.
• Maintain project estimate folders and track revisions, addenda, client updates.
• Assist with maintaining the company estimate log and bid status tracking.
• Schedule Estimating dept meetings, prepare agendas, record minutes, and follow up on actions.
• Attend project turnover meetings and document discussions and decisions.
• Update Estimating procedures, workflows, and process documentation.
• Maintain vendor/subcontractor/supplier databases.
• Support Purchasing, Contracts and Estimating with admin tasks and special projects.
• Assist with document management and retention.

Skills

Attention to detail

Organization

Time management

Communication

Microsoft Office

Adobe Acrobat

Team collaboration

Deadline driven

Education

Associate degree or equivalent experience

Tools

Microsoft Office

Adobe Acrobat

Job description

Estimating Administrator – Heavy Civil Construction

We are seeking a highly organized and detail-oriented Estimating Administrator to join our team! This is an excellent opportunity for someone who enjoys organization, coordination, and supporting a fast-paced preconstruction environment. Working closely with our Estimating, Purchasing, and Contracts teams, you'll play a critical role in helping prepare competitive bids and maintaining the information, documentation, and processes that keep our estimating operations running smoothly.

The Estimating Administrator provides administrative support to the Estimating department and serves as a key resource in managing project opportunities from receipt through bid submission. This position is responsible for gathering, organizing, tracking, and distributing project-related information while ensuring estimating files, logs, and documentation remain accurate, current, and easily accessible. The ideal candidate is highly organized, thrives on attention to detail, enjoys working with deadlines, and takes pride in maintaining high-quality, accurate work.

What You'll Do

• Coordinate the receipt, logging, tracking, and distribution of incoming bid opportunities and project invitations
• Order plans, download specifications, and maintain organized project files and documentation
• Assemble complete bid packages and proposal documents in preparation for bid submissions
• Verify required bid documents, forms, and submission requirements prior to bid day
• Maintain project estimate folders and ensure all revisions, addenda, and client updates are incorporated accurately
• Assist with maintaining the company estimate log and tracking the status of active and submitted bids
• Schedule Estimating department meetings, prepare agendas, record meeting minutes, and follow up on assigned action items
• Attend project turnover meetings and document discussions, decisions, and follow-up items
• Update and maintain Estimating department procedures, workflows, and process documentation to support continuous improvement efforts
• Maintain and update company databases of qualified vendors, subcontractors, and suppliers
• Support the Purchasing & Contracts and Estimating teams with administrative tasks, reporting, and special projects
• Assist with document management, record retention, and departmental organization efforts
• Other duties as assigned by supervisor

What You Bring

• Exceptional attention to detail and commitment to producing accurate, high-quality work
• Strong organizational and time management skills
• Ability to prioritize multiple responsibilities and manage competing deadlines effectively
• Ability to work independently while remaining a collaborative member of a team
• Strong verbal and written communication skills
• Excellent follow-through and accountability
• Professional and positive attitude when interacting with team members, clients, vendors, and office visitors
• Strong customer service mindset and willingness to assist others as needed
• Ability to follow established procedures while identifying opportunities for improvement
• Dependable work ethic and commitment to meeting deadlines
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams
• Experience working with document management, file organization, and administrative tracking systems
• Ability to thrive in a fast-paced, deadline-driven construction environment

Education & Experience

• Associate degree from an accredited two-year college, or an equivalent combination of education and relevant experience
• Minimum of three (3) years of administrative experience preferred, particularly within the construction industry
• Experience supporting estimating, project management, purchasing, or construction administration functions preferred
• Strong proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and related applications
• Experience using Adobe Acrobat preferred
• Experience working with construction plans, specifications, bid documents, or project records is a plus
• Familiarity with heavy civil construction, subcontractor/vendor management, or public works projects preferred

Why Join Us

• Privately owned company with a strong reputation and continued growth throughout Arizona
• Opportunity to be part of high-profile civil infrastructure projects that improve local communities
• Collaborative team environment where your contributions directly support project success
• Exposure to the preconstruction process and how major construction projects move from opportunity to execution
• Opportunity to work closely with experienced estimators, project teams, subcontractors, and vendors
• Supportive culture focused on teamwork, accountability, and continuous improvement
• Real opportunity for professional growth and advancement as the company continues to expand

Work Environment

This is a full-time, in-office position based in a professional office setting. The role requires prolonged periods of sitting, computer work, and document management. The Estimating Administrator works closely with Estimating, Purchasing, Contracts, and Operations personnel in a fast-paced environment with frequent deadlines and competing priorities. Candidates should be comfortable managing multiple tasks while maintaining a high degree of accuracy and organization.

If you're an organized professional who enjoys keeping projects and teams on track, managing details, and contributing to the success of complex construction projects, we'd like to hear from you.

DCS Contracting, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status.

We look forward to reviewing your application!