Job Description
Position Type: Full-time | Remote
Working Hours: EST or CST
About Pavago
We are seeking an Architectural Assistant to support the estimating and bidding process for commercial casework and millwork projects. This role blends administrative precision, organizational excellence, and strong communication to ensure all bidding activities are executed efficiently and accurately. The ideal candidate is detail-oriented, thrives in structured workflows, and enjoys coordinating multiple stakeholders while maintaining impeccable records across platforms like Notion, Google Drive, and Building Connected.
Key Responsibilities
Bid Qualification & Organization:
- Review incoming invitations to bid (via email) and determine project eligibility based on scope, location, and relevance.
- Add accepted projects to the CRM in Notion and organize all related documentation in Google Drive.
Coordination with Estimators:
- Assign projects to external estimating and takeoff partners, track bid progress, and ensure timely delivery of completed estimates.
- Collaborate closely with internal estimators to schedule reviews, clarify scopes, and meet submission deadlines.
Proposal Preparation:
- Review completed estimates, convert them into polished proposals using Microsoft Word, save as PDFs, and submit bids to General Contractors through platforms like Building Connected.
Follow-Up & Tracking:
- Maintain consistent communication with General Contractors to determine bid status and outcomes.
- Update internal records to reflect project awards, losses, and client feedback.
Post-Award Process:
- For awarded bids, coordinate the contract handoff process—notify the accounting team for deposits, update the General Manager, and document all project details in Notion, Google Chat, and during internal meetings.
What Does a Typical Day Look Like?
A typical day involves reviewing new bid invitations, deciding which projects to pursue, and organizing all project materials across systems. You’ll communicate with outside estimating partners, monitor progress in the bidding schedule, and prepare or submit proposals. You’ll also track bid results, manage follow-ups with General Contractors, and ensure all project information is accurately recorded and accessible for the internal team.
Required Experience & Skills
- Experience: 1–3 years of experience in an administrative, estimating, or project coordination role within the architectural, construction, or millwork sectors.
- Tech Proficiency: experience working with Bluebeam, Google Drive, Microsoft Word, Microsoft Excel. Experience with Notion, Adobe, Building Connected is a plus.
- Adaptability & Learning Agility: Fast learner who quickly grasps new systems, workflows, and industry terminology. Comfortable adapting to evolving priorities and supporting a dynamic project pipeline.
- Organizational Skills: Proven ability to handle multiple projects simultaneously, ensuring accuracy and consistency in documentation and communication.
- Communication Skills: Excellent written and verbal communication skills for coordinating with internal teams, external estimators, and General Contractors.
- Attention to Detail: Strong data management habits with the ability to maintain well-structured records and track project touchpoints effectively.
What Makes You a Perfect Fit
- Industry-Savvy: You understand the workflow and terminology of construction, architecture, or millwork environments, allowing you to communicate effectively with estimators and contractors.
- Technically Skilled: You’re confident using Bluebeam and other key tools to review drawings, manage bid documents, and ensure accuracy throughout the estimating process.
- Adaptable & Quick Learner: You easily pick up new tools, systems, and workflows, adapting to changes with a positive, solutions-oriented mindset.
- Organized & Reliable: You thrive on keeping systems clean, updated, and efficient.
- Communicative & Detail-Oriented: You keep information flowing smoothly, stay organized, and ensure no detail or deadline is missed while collaborating effectively within structured workflows.
Interview Process
- Initial Phone Call: A brief conversation to understand your experience and suitability for the role.
- Video Interview: A 30-minute call to dive deeper into your professional background and assess your skills.
- Final Client Interview: A comprehensive discussion with the client to ensure alignment on expectations and workflow.
- Background Checks: Verification of references and past employment details.
Ready to Apply?
If you’re a highly organized professional who excels at managing details, communicating clearly, and supporting the flow of information in a fast-paced estimating environment, we’d love to hear from you!
