Architectural Assistant

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. Originally posted on Himalayas