Requirements
🏗️ 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.
