JOB DESCRIPTION: ESTIMATING ADMINISTRATOR

SUMMARY: The Estimating Administrator plays a vital support role in the preconstruction and bidding phase. This position is responsible for managing administrative processes related to bids, including document organization, vendor communication, compliance tracking, and bid setup. The Estimating Administrator ensures that all digital and physical bid materials are prepared accurately and on time, contributing to the estimating team's success.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (other duties may be required)

• Prepare and maintain digital and physical bid folders, including downloading plans/specs, creating bid logs, and ensuring proper folder structure.
• Upload RFQs, plans, and specifications to external platforms such as CIVCAST, TxDOT, and Virtual Builders.
• Track bid statuses (e.g., bidding, awarded, not awarded) using internal systems and update bid boards accordingly.
• Support document control, including plan revisions, addenda, vendor certifications, and compliance forms.
• Maintain the estimating calendar and Teams notifications for upcoming deadlines, pre-bid meetings, and document submissions.
• Attend internal strategy meetings and virtual pre-bid meetings.
• Communicate professionally with subcontractors regarding quote requests, RFQs, and document submissions; follow up to ensure full scope coverage.
• Track and organize subcontractor prequalification and safety documentation, including OSHA logs and EMR records.
• Prepare printed bid day materials, including large-format plans, certification packets, and proposal packages.
• Manage document uploads, folder organization, and estimating logs with accuracy and attention to detail.
• Assist with the preparation and submission of qualification documents, bid bonds, and vendor packets.
• Collaborate closely with estimators to meet bid deadlines and ensure documentation completeness.
• Maintain estimating materials inventory and coordinate delivery logistics for bid submissions.
• Serve as the primary administrative contact for the Estimating Department and represent the team in communications with vendors and internal departments.

EDUCATION and/or EXPERIENCE: High school diploma or equivalent required; associates degree preferred. 2+ years of administrative experience in construction, engineering, or related field preferred. Familiarity with public bidding platforms (e.g., TxDOT, CIVCAST), Dropbox, Teams, and Microsoft Office Suite preferred.

OTHER SKILLS AND ABILITIES:

• Ability to navigate various estimating, scheduling, and database platforms (BuildingConnected, a plus) as well as the Microsoft Office Suite, and Adobe PDF platforms.
• Ability to prioritize responsibilities.
• Demonstrated ability to communicate clearly both orally and in writing.
• Knowledge of construction process and the relationship to owner’s, subcontractors, suppliers, etc.
• Strong attention to detail and organizational skills.
• Ability to manage multiple deadlines in a fast-paced, deadline-driven environment.
• Excellent written and verbal communication skills.
• Specification and basic plan reading.
• Ability to work effectively both as part of a team.
• Must demonstrate professionalism and a customer-service mindset.

LANGUAGE SKILLS: Bilingual in Spanish and English is not a requirement but is preferred.