Estimating and Contract Administrator

The Dutra Group•Petaluma, CA

23h

About The Position

The Estimating and Contract Administrator performs administrative office work for the Estimating Team and assists with the daily operations of the estimating department. The role prepares proposal and bid packages, supports contract administration, maintains project and estimating records, coordinates bid-related scheduling, and assists estimators with administrative and technical-writing tasks. The position also involves researching bidding opportunities and competitors’ pricing, supporting team collaboration, and working with AI systems in the daily workflow.

Requirements

At least 4 years of experience as an administrative assistant in an estimating department.
Thorough understanding of the standard estimating process.
Excellent listening and communication skills.
Excellent organization, prioritization, and time-management skills.
Excellent oral and written business communication skills.
Strong work ethic and a can-do attitude.
High school diploma.
Knowledge of Microsoft Office, Outlook, Word, Excel, Teams, and other Microsoft products.
Knowledge of modifying PDFs using Adobe Acrobat.
Ability to type at least 50 words per minute.

Nice To Haves

Some college experience is preferred but not necessary.
Work experience in a construction environment is desired.
Notary Public status is desired.

Responsibilities

Prepare detailed proposal packages for submission to clients.
Assist with DBE advertising and Good Faith Effort (GFE) solicitation when required.
Review contract documents and create proposal checklists.
Prepare bid documents for signature, including notarizing when necessary.
Obtain corporate officers’ signatures for contracts and bid packages.
Assist the Estimating Team in obtaining quotes from subcontractors and suppliers for upcoming bids.
Order bid bonds and payment and performance bonds.
Track and update the estimating project-status calendar, including staff and team assignments and schedules, and distribute updates as necessary.
Maintain estimating information and documents in an organized, retrievable manner.
Deliver bids to potential clients as needed.
Research upcoming bidding opportunities.
Maintain detailed, organized files on future, current, and past projects.
Assist with technical writing for proposals.
Collect competitors’ pricing information from public sources.
Promote cooperation and commitment within the team to achieve goals and deliverables.
Assist estimators and other projects with administrative tasks as needed.
Work with AI systems and implement AI into the daily workflow.
Prepare meeting agendas, take notes, and produce meeting minutes.
Perform other duties as assigned.