Estimating and Contract Administrator

Dutra Group; Petaluma (CA); On-site; USD 80,000 - 110,000; Full time

Job summary

The Dutra Group is seeking an Estimating and Contract Administrator in Petaluma, CA. You will support the Estimating Team and help manage daily operations of the estimating department.

Key duties include drafting bid documents, soliciting quotes, maintaining files, and coordinating with corporate officers. Strong organization and communication skills are essential.

Qualifications

• Requires experience supporting estimating teams and handling contract docs.
• Notary Public is a plus.
• Notable skill in MS Office and Adobe PDF tools.

Responsibilities

• Assist with DBE advertising and Good Faith Effort for solicitations.
• Review contract documents and create proposal checklists.
• Prepare bid documents for signature and notarization when needed.
• Obtain signatures from corporate officers for contracts and bids.
• Assist estimators with obtaining quotes from subcontractors.

Skills

Estimating process

Communication

Organization

Business communication

Work ethic

Admin experience

Education

High school diploma

Notary public desired

Tools

MS Office

Outlook

Word

Excel

Teams

Adobe Acrobat

Job description

Position:Estimating and Contract Administrator

Location: Petaluma, CA

Job Id:405

# of Openings:1

Estimating and Contract Administrator

EQUAL OPPORTUNITY EMPLOYER/VETERANS/DISABLED

Summary: The Estimating and Contract Administrator performs administrative office work for the Estimating Team and assists in the daily operations of the estimating department.

Essential Duties and Responsibilities

• Assist with DBE advertising with GFE’s (Good Faith Effort) for solicitation when required
• Review contract documents and create checklist for proposals
• Prepare bid documents for signature including notarizing when necessary
• Obtain signatures from Corporate officers for contracts and bid packages
• Assist Estimating with obtaining quotes from subcontractors and suppliers about upcoming bids
• Order Bid bonds and Payment & Performance bonds
• Track Estimating project status-specific calendar (including staff/ team assignments and schedules) & update/ disburse as necessary
• Maintain estimating information and documents in an organized and retrievable manner
• Deliver bids to potential clients as needed
• Research upcoming bidding opportunities
• Maintain detailed and organized files on future, current and past projects
• Assist in technical writing for proposals.
• Collect data on competitors pricing information from public sources
• Promote cooperation and commitment within a team to achieve goals and deliverables
• Assist estimators and other projects with administrative tasks as needed
• Willingness to work with AI systems and implement AI into daily workflow
• Prepare meeting agendas, take notes, and produce meeting minutes
• Other duties may be assigned

Required Skills

• Thorough understanding of standard estimating process
• Excellent listening skills and strong communication skills
• Excellent organization, prioritization and time management skills
• Excellent oral and written business communication skills
• A strong work ethic and a "can-do" attitude
• 4+ years of experience as an administrative assistant in an estimating department

Education and/or Experience

• High School diploma, some college experience preferred but not necessary
• Notary Public desired

Computer Skills

To perform this job successfully, an individual should have knowledge of MS Office, Outlook, Word, Excel, Teams, and other MS products. Must have knowledge of how to modify PDFs using Adobe Acrobat. Ability to type 50 words per minute or greater.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl and talk or hear. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Salary: $80,000 to $110,000 per year

PRIVACY NOTICE TO CALIFORNIA JOB APPLICANTS AND EMPLOYEES

The Dutra Group and its affiliates and subsidiaries ("Dutra", "we", "us", and "our") adopts this Privacy Notice ("Notice") pursuant to the California Consumer Privacy Act, as amended by the California Privacy Rights Act (together, the "CCPA"). This Notice explains our online and offline practices regarding the collection, use, and disclosure of "personal information" of job applicants and employees who reside in California. Please read this Notice carefully so you understand our practices regarding your information.

For more information about the types of information we collect and use in connection with our general access and use of our website, please review our general Privacy Policy for Dutra’s Website found here: https://www.dutragroup.com/privacy/ .

Information Dutra Collects and the Purpose of Use

• Identifiers. Examples include: real name, alias, postal address, Internet Protocol address, email address, account name, social security number, driver’s license number, passport number, or other similar identifier necessary to make employment decisions and manage employment relationships.
• Sensitive Personal Information. Examples include: a social security number, driver’s license information, state identification card, passport information, or racial or ethnic origin.
• Personal information categories listed in the California Customer Records statute (Cal. Civ. Code § 1798.80(e)). Examples include: name, signature, Social Security number, address, telephone number, passport number, driver’s license or state identification card number, insurance policy number, education, employment, employment history, bank account number, medical information, or other information necessary to provide health insurance and other benefits, including dependents, and emergency contact information.
• Geolocation data. Examples include: physical location or movement of certain equipment in possession of our employees.
• Legally protected classification characteristics under California or federal law. Examples may include: age, race, color, national origin, citizenship, marital status, medical condition, physical or mental disability, sex (including gender, gender identity, gender expression, pregnancy or childbirth and related medical conditions), veteran or military status.
• Professional or employment-related information. Examples may include: Information regarding prior job experience, positions held, names of prior supervisors.
• Non-public education information. Examples include: Education records directly related to a student maintained by an educational institution or party acting on its behalf, such as grades, transcripts, class lists, student schedules, student identification codes, student financial information, or student disciplinary records.

No Sale of Personal Information

Dutra does not sell your personal information or your sensitive personal information, nor do we share it with third parties for cross-context behavioral advertising.

Use and Disclosure of Personal Information

We collect and use your personal information for the following business purposes, consistent with and only as permitted by applicable law:

• To consider job applicants for current and potential future employment opportunities and assess their skills, qualifications, and interests against our career opportunities.
• To schedule job applicants for interviews and communicate with them about their application and employment opportunities.
• To evaluate a job applicant’s employment application, corroborating the information contained in the application and any supporting documents, and (where applicable) conducting employment related screening and background checks.
• To manage the employment relationship with Dutra, facilitate employment administration, processing, and maintenance, such as providing benefits to employees and their beneficiaries, processing payroll, and general office administration.
• To manage the employment relationship with Dutra and facilitate a safe work environment.
• To facilitate IT and equipment safety, functionality, and maintenance.
• To comply with local, state, and federal laws and regulations.
• For any other purposes that we disclose to you at the time of collection.

Retention of Your Personal Information

Dutra will retain your personal information for the time period reasonably necessary to achieve the purposes described in this Notice, or any other notice provided at the time of collection, taking into account applicable statutes of limitation and records retention requirements under applicable law. The criteria used to determine our retention periods include (i) for as long as we have an ongoing relationship with you, (ii) as required by a legal obligation to which we are subject, and (iii) as necessary to resolve any disputes or enforce our legal agreements with you.

Our Commitment Not to Discriminate

Dutra will not discriminate or retaliate against a job applicant for exercising their rights under the CCPA, including by denying you benefits or services that we make available, charging you different prices or rates for services or benefits, providing a different level or quality of services or benefits, or suggesting that you may receive a different price or level of quality of services or benefits.

Your Rights Under CCPA

California residents have the following rights under the California Consumer Privacy Act ("CCPA") and Consumer Privacy Rights Act ("CPRA") with regard to their personal data:

• Right to know which personal information is collected and processed;
• Right to delete their personal information;
• Right to opt-out of the sale of personal information to third parties;
• Right to opt-out of the sharing of personal information with third parties;
• Right to limit use or disclosure of personal information with third parties;
• Right to non-retaliation for exercising any of the rights concerning personal data;
• Right to data portability; and
• Right to correct any inaccurate personal information.

To exercise the rights described above, you must submit a verifiable consumer request to us by calling call the Dutra’s hotline at [phone] or visit thedutragroupdsr.ethicspoint.com.

Changes to Notice

Dutra continues to evaluate its practices and records in relation to the CCPA to ensure compliance with all requirements. Accordingly, Dutra may update this Notice from time to time. Please review our Privacy Policy periodically for updates.

To exercise the rights described in CCPA above, you must submit a verifiable consumer request to us by calling call the Dutra’s hotline at [phone] or visit thedutragroupdsr.ethicspoint.com.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.