Construction Office Administrator and Estimating Assistant

Posillico Civil•Houston, TX

8d•Onsite

About The Position

The Construction Office Administrator & Estimating Assistant provides administrative and operational support to the estimating, project management, construction, and human resources teams. This role is responsible for coordinating bid and proposal activities, maintaining project documentation, supporting office operations, assisting with field employee recruitment and onboarding efforts, and ensuring accurate and timely processing of information throughout the project lifecycle. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced construction environment.

Requirements

2 or 4 year degree in business or administration or similar practical administrative/field experience in the construction industry will also be acceptable.
Active Texas Notary Public Commission (or willingness to obtain).
Strong Microsoft Excel, Word, and PowerPoint skills are required.
Familiarity with Salesforce, Viewpoint or other cloud-based sales solutions ideal.
Must possess strong attention to detail and organization.
Strong verbal and written communication/interpersonal skills.
Must be able to multi-task and prioritize in a fast-paced environment and be able to adapt easily to frequently changing projects.

Responsibilities

Provide administrative support to estimating, project management, and construction teams.
Assist estimators with gathering project plans, specifications, addenda, and other bid-related documents.
Prepare bid packages, proposals, qualification statements, and cost breakdowns under the direction of the estimating team.
Track bid opportunities, deadlines, pre-bid meetings, and submission requirements.
Solicit and collect pricing from vendors and subcontractors and maintain current bid databases.
Organize, maintain, and distribute project documents in both electronic and hard-copy formats.
Coordinate the collection of insurance certificates, bonding information, and other required bid documentation.
Support proposal development and assist with bid submissions.
Maintain estimating files, project records, and company databases.
Prepare, edit, and proofread correspondence, reports, spreadsheets, presentations, and meeting minutes.
Coordinate meetings, schedules, and administrative activities for the office and project teams.
Serve as a point of contact for clients, vendors, subcontractors, and prospective clients regarding bid and project-related matters.
Answer incoming calls, respond to inquiries, and route communications appropriately.
Assist with office administration, recordkeeping, and special projects as assigned.
Perform other duties as assigned to support business operations.
Support HR with recruiting efforts for field positions, including laborers, operators, CDL drivers, foremen, and other craft professionals.
Coordinate new hire onboarding activities, including employment paperwork, orientation scheduling, and onboarding logistics.