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.