Executive Assistant/Estimating Coordinator

Clearwater Construction, Inc; Mercer (PA); On-site; USD 45,000 - 60,000; Full time

Job summary

Clearwater Construction, Inc. is seeking an Executive Assistant to support company leadership and the Estimating Department in Mercer, PA. The role requires organization, mathematical aptitude, and the ability to manage calendars, reports, and correspondence.

You will handle phones, bid distribution, document management, and confidential information with discretion. A self-starter attitude, reliability, and strong communication are essential in a fast-paced construction setting.

Qualifications

• Strong computer proficiency with Microsoft Office (Word, Excel, Outlook, Teams).
• Excellent mathematical aptitude and attention to detail.
• Strong organizational and time management skills.
• Outstanding verbal and written communication abilities.
• Ability to prioritize and manage multiple deadlines.
• Professional demeanor with exceptional customer service.
• Self-motivated and able to work independently.
• Willingness to learn new software and processes.
• Maintain confidentiality and use good judgment.

Responsibilities

• Provide administrative support to company leadership.
• Manage calendars, appointments, meetings, and correspondence.
• Prepare and maintain reports, spreadsheets, and company documents.
• Answer phones, direct inquiries, and provide excellent customer service.
• Assist with data entry, document preparation, and record management.
• Handle confidential information with discretion and professionalism.
• Prioritize daily tasks and proactively address administrative needs.
• Monitor the Estimating Department email inbox and respond as needed.
• Distribute bid invitations and project opportunities to estimators.
• Maintain and update the company bid schedule.
• Print and organize construction plans, specifications, and bid documents.
• Assist estimators and project managers with setup and document management.
• Track bid deadlines and ensure timely communication with estimators.
• Support proposal and bid submission processes as needed.

Skills

MS Office

Math aptitude

Organizational skills

Communication skills

Time management

Customer service

Independent work

Confidentiality

Tools

Excel

Outlook

Teams

Word

Job description

Full-Time | Monday-Friday | 8:00 AM - 4:30 PM

Position Summary

Clearwater Construction is seeking a highly organized, professional, and motivated Executive Assistant to support company leadership and provide administrative assistance to our Estimating Department. This position requires an individual with excellent computer and mathematical skills, strong interpersonal abilities, and the initiative to work independently while effectively managing multiple priorities.

The ideal candidate is a self-starter who thrives in a fast-paced environment, maintains a high level of accuracy, and is willing to learn new skills and adapt to changing business needs. Flexibility in scheduling may occasionally be required to support company operations, although standard working hours are Monday through Friday from 8:00 AM to 4:30 PM.

Executive and Administrative Support

• Provide administrative support to company leadership.
• Manage calendars, appointments, meetings, and correspondence.
• Prepare and maintain reports, spreadsheets, and company documents.
• Answer phones, direct inquiries, and provide exceptional customer service.
• Assist with data entry, document preparation, and record management.
• Handle confidential information with discretion and professionalism.
• Prioritize daily tasks and proactively address administrative needs.
• Manage and monitor the Estimating Department email inbox.
• Distribute bid invitations and project opportunities to estimators.
• Maintain and update the company bid schedule.
• Print and organize construction plans, specifications, and bid documents.
• Assist estimators and project managers with project setup, document management, and administrative tasks.
• Track bid deadlines and ensure timely communication with estimators.
• Support proposal and bid submission processes as needed.

Qualifications

Required Skills and Experience

• Strong computer proficiency, including Microsoft Office Suite (Word, Excel, Outlook, and Teams).
• Excellent mathematical aptitude and attention to detail.
• Strong organizational and time management skills.
• Outstanding verbal and written communication abilities.
• Ability to prioritize responsibilities and manage multiple deadlines.
• Professional demeanor with exceptional customer service and people skills.
• Self-motivated with the ability to work independently.
• Willingness to learn new software, systems, and processes.
• Ability to maintain confidentiality and exercise good judgment.

Preferred Qualifications

• Previous experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role.
• Experience in the construction industry, estimating environment, or project administration preferred.
• Familiarity with construction plans, specifications, and bidding processes is a plus.

Personal Characteristics

The successful candidate will be:

• Highly dependable and trustworthy.
• Organized and detail oriented.
• Resourceful and proactive.
• Team-oriented with a positive attitude.
• Adaptable and flexible when needs, priorities, and schedules change.
• Comfortable communicating with clients, vendors, subcontractors, and employees at all levels.

Clearwater Construction offers a competitive benefits package designed to support the health, well-being, and long-term success of our employees. Eligible employees have access to comprehensive medical, dental, and vision insurance, the opportunity to participate in the company's retirement savings plan, paid time off, and the chance to work in a collaborative and exciting environment where contributions are valued and professional growth is encouraged.

Clearwater Construction is an Equal Opportunity Employer.