Architectural Assistant

Job Description

🏗️ 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.