Estimating Administrator

TMG Construction; Williamsburg (VA); On-site; USD 48,000 - 60,000; Full time

Benefits offered by this job

Health benefits

Vacation and PTO

401k match

Training and professional growth

Job summary

TMG Construction is seeking an Estimating Administrator in Williamsburg, VA to coordinate bidding opportunities from invitation through submission, while supporting the office as a whole.

The role emphasizes data entry, calendar management, vendor outreach, and collaboration across the Estimating and PM teams to ensure timely bid deliveries and organized documentation.

Qualifications

• 2–5 years of administration experience in the construction industry preferred but not required, or a Bachelor's degree.
• Demonstrated experience administering and supporting a department or team.
• Solid working knowledge of management software with emphasis on collaborative environment software.
• Must be able to lift and handle 50‑pound objects.
• Must be mobile and able to walk job sites, climb ladders and stairs daily.
• Clean driving record to facilitate material pickup.
• Detail‑oriented with ability to organize schedules and communications.
• Proficiency with spreadsheets, email, and construction software.

Responsibilities

• Receive new bidding opportunities via email and merge documents into the system.
• Administer and maintain bidding pipeline calendars throughout the bid lifecycle.
• Maintain collaborative spaces through Microsoft Teams and encourage participation.
• Set up Building Connected Environment for bid distribution to subs.
• Call subcontractors to solicit bids and pre‑qualify major subs.
• Arrange and participate in bid meetings as directed.
• Create virtual Bid Binders and perform data entry for bid management systems.
• Conduct occasional research to identify pricing from vendors.
• Keep office stocked and ensure facilities like printers and plotters operate smoothly.
• Serve as on‑site liaison for IT and assist Project Management and Estimating teams.

Skills

Administration experience

MS Office & Outlook

Team coordination

Data entry

Physical stamina

Education

Bachelor's degree

Tools

Collaborative software environments

Project management software

Job description

Estimating Administrator

Responsibilities encompass the administration and coordination of bidding opportunities typically valued in the $1m to $20m range, occasionally higher. TMG's Proposal Administrator reports to TMG's Secure Estimating Department Manager. Their efforts are to provide dedicated administration of the bidding process from initial identification to bid submission for projects that TMG pursues. In addition, this position provides administrative support to the entire office function.

Scope of the Capital Project Estimating Administrator Position

Assist in all aspects of administering the bidding process for the life cycle of a bidding opportunity. Receive bid invitations and documents and enter critical information like timeline requirements for bid due dates and time, manage the team's bidding Outlook calendar, marshal all communications to the appropriate team members, and keep all data systems current with up-to-date information. Additionally, help in the outsourcing effort by making phone calls to subcontractors to solicit their bids and pre‑qualification of the subcontractors. Support the general office administrative functions.

Essential Functions of the Estimating Administrator Position

Working knowledge of several disciplines and platforms, such as clerical and schedule organization, MS Office software, and collaborative software environments. Good analytical skills and the ability to effectively use a variety of collaborating, scheduling, and reporting software tools. The ability to effectively communicate key information, deliverables, and deadlines for projects with management, subcontractors, customers, and peer groups. Excellent organizational skills and responsiveness.

Responsibilities

• Receive new bidding opportunities through email and merge the documents completely into TMG's system software.
• Administer and maintain the bidding pipeline calendars throughout the lifecycle of a bid (dates will often change)
• Administer and maintain collaborative spaces through Microsoft Teams and encourage user participation.
• Set up and maintain Building Connected Environment for bid distribution to subcontractors.
• Support the outsourcing efforts by identifying and calling subcontractors to generate interest in participating in the bid. Pre‑qualify major subcontractors.
• Arrange, participate in, and implement bid meetings as directed for the team.
• Create virtual Bid Binders.
• Data Entry to support TMG's and third‑party software platforms for effective bid management.
• Occasional research required bidding specifications from provided documents to identify and solicit pricing from vendors.
• Ensure the office is maintained professionally and cleanly while being fully stocked with needed supplies.
• Keep printers, copiers, and plotters in good working order. Schedule maintenance on these items as needed.
• Check and distribute mail daily, be the point of contact for visitors, and make arrangements for meetings.
• Prepare packages for FedEx shipments.
• Maintain an awareness of the TMG Capital Project team's schedules to be able to respond to phone calls and visitors' needs accordingly.
• Provide assistance to the TMG IT department and act as the on‑site liaison for minor IT issues.
• Be a resource for the administrative needs of the Project Management Team in addition to the Estimating Team.

Minimum Qualifications

• 2‑5 years of experience in administration in the construction industry preferred but not required, or a Bachelor's degree.
• Demonstrated experience administering and supporting a department or team.
• A solid working knowledge of management software with an emphasis on collaborative environment software.
• Must be able to lift and handle 50‑pound objects;
• Must be fully mobile and capable of walking job sites, climbing ladders and stairs multiple times daily to inspect work, direct subcontractors and TMG's own field forces, and assure safety and quality control;
• Must have a clean driving record to facilitate getting materials from suppliers when necessary.
• Detail‑oriented with a demonstrated ability to organize and manage schedules, filing, and communications;
• Proficiency with spreadsheets, email, and other software used in the construction industry.
• Knowledge of the construction industry is a plus, but not required.

1A grace period of up to six months may be allowed to obtain stated credentials.

TMG provides a mix of voluntary and company‑paid health and welfare benefits, vacation, sick and holiday paid time off, a 401k match, and we fully support training and professional growth.

TMG Construction provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.