Job Description

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.