About this role
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🏗️ Architectural Assistant (Estimating, Bidding & Construction Coordination) - Remote Full-Time | Remote | EST/CST Hours 🚀
About the Role
We’re hiring a highly organized and detail-oriented Architectural Assistant to support estimating, bidding, project coordination, and documentation workflows for commercial casework and millwork projects. This is not a basic administrative role. You’ll play a critical role in: ✅ bid coordination ✅ estimating support ✅ proposal preparation ✅ project tracking ✅ contractor communication ✅ documentation management You’ll work closely with estimators, contractors, and internal teams to ensure bids are accurate, organized, and submitted on time while maintaining structured project workflows from intake through post-award coordination.
If you thrive in: - construction environments - estimating workflows - architectural coordination - documentation-heavy operations - deadline-driven project support this role is a strong fit. 🔥 What You’ll Own Bid Qualification & Project Organization - Review incoming invitations to bid and assess: - project scope - location - fit and relevance - Organize project files and documentation inside: - Notion - Google Drive - internal systems - Maintain structured, searchable, and accessible records - Ensure project information remains accurate and up to date Estimating & Bid Coordination - Coordinate with: - internal estimators - external estimating partners - takeoff specialists - Assign projects and track estimating progress - Follow up proactively to ensure deadlines are met - Clarify scope details and resolve documentation gaps - Maintain visibility into: - bid timelines - deliverables - submission status Proposal Preparation & Bid Submission - Review completed estimates for accuracy and completeness - Convert estimates into polished proposals using: - Microsoft Word - PDF formatting tools - Submit bids through: - Building Connected - contractor portals - project management systems - Ensure all submissions are complete, professional, and on time Follow-Up & Bid Tracking - Follow up with General Contractors regarding: - bid status - awarded projects - lost bid feedback - Track: - awarded bids - rejected bids - pending opportunities - Maintain organized records of: - bid activity - contractor communication - project outcomes - Provide reporting visibility to internal stakeholders Post-Award Coordination - Coordinate project handoff after awarded bids - Notify accounting regarding: - deposits - awarded project details - Update internal systems and stakeholders with: - project status - awarded documentation - scheduling updates - Maintain clean communication and documentation across teams 💻
Requirements
Core
Requirements
- 1 - 3 years of experience in: - estimating support - project coordination - construction administration - architectural support - millwork or casework environments preferred - Strong hands-on experience with: - Bluebeam (required) - Google Drive - Microsoft Word - Microsoft Excel - Strong organizational and documentation skills - Ability to manage multiple bids and deadlines simultaneously - Excellent written and verbal English communication skills - High attention to detail and process accuracy - Comfortable working remotely during EST or CST business hours ⭐ Nice to Have - Experience using: - Notion - Building Connected - Adobe tools - Familiarity with: - construction drawings - takeoffs - estimating workflows - bid management systems - Experience coordinating with: - contractors - estimators - construction teams 🧠 What Makes You a Strong Fit - Highly organized and process-driven - Comfortable managing multiple moving deadlines - Strong attention to detail and documentation accuracy - Proactive communicator with strong follow-through - Calm under pressure in deadline-driven environments - Enjoys operational coordination and structured workflows - Takes ownership instead of waiting for direction 📅 What a Typical Day Looks Like - Review and qualify incoming bid invitations - Organize project files and update tracking systems - Coordinate with estimators and monitor bid timelines - Prepare proposals and submit bids through contractor portals - Follow up with General Contractors on project status - Track awarded and lost bids and maintain documentation - Coordinate internal updates and awarded project handoffs In short: You help keep the estimating and bidding process organized, accurate, visible, and moving efficiently from intake to project award. 📊 Key Metrics for Success (KPIs) - Accurate and timely bid submissions - Well-organized project documentation and records - Strong coordination with estimators and contractors - Efficient bid tracking and follow-up consistency - Minimal missed deadlines or submission errors - Smooth post-award handoff and communication workflows 🌟 Why This Role Stands Out - High-impact role supporting real construction and millwork projects - Strong ownership across estimating and bidding workflows - Opportunity to work closely with contractors and estimating teams - Exposure to: - construction coordination - bid management - estimating operations - project workflows - Fully remote role with structured systems and clear responsibilities - Growth opportunities into: - Estimating Coordinator - Project Coordinator - Construction Operations - Bid Management roles 🧪 Interview Process - Initial Screening Call - Recruiter Interview - Client Interview - Offer & Onboarding 👉 Apply Now If you: - thrive in organized, detail-driven environments - enjoy supporting estimating and construction workflows - are experienced with Bluebeam and bid coordination - can manage multiple projects and deadlines effectively this role is a strong fit for you. Apply directly on RemoteJobs.org: https://remotejobs.org/remote-jobs/architectural-assistant-pavago