Estimating Team Administrator

Statewide Conditioning Inc•South Amboy, NJ

12h•Onsite

About The Position

The Estimating Team Administrator supports the HVAC estimating department by coordinating administrative functions, maintaining documentation, and ensuring the estimating process runs efficiently from bid intake through proposal submission. This role serves as a key liaison between estimators, project managers, vendors, and internal departments to help ensure timely, accurate, and organized bid preparation.

Requirements

2+ years of administrative experience, preferably in construction, HVAC, or estimating support
Strong organizational and time-management skills with the ability to manage multiple deadlines
Proficiency in Microsoft Office (Excel, Word, Outlook) and document management systems
Experience with construction or estimating software preferred
Strong attention to detail and accuracy
Effective written and verbal communication skills

Nice To Haves

Familiarity with HVAC terminology, drawings, or construction bid processes
Ability to read and organize project plans and specifications
Experience coordinating subcontractor or vendor communications

Responsibilities

Provide day-to-day administrative support to the estimating team
Track incoming bid opportunities and maintain the bid calendar
Manage estimating email inboxes for incoming bid requests and vendor/sub proposals
Coordinate bid schedules, meetings, and deadlines
Assist with preparing bid packages, proposals, and supporting documentation
Maintain electronic and physical bid files in an organized and audit-ready format
Enter and update project information in estimating software and internal systems
Set up each bid in HubSpot CRM software and create estimate folder with all supporting documentation from RFP (Drawings/Bid Forms etc.)
Track addenda, drawings, specifications, and revisions to ensure estimators are working from current documents
Archive completed bids and maintain historical cost and project records
Request quotes from subcontractors and suppliers and track responses
Follow up with vendors to ensure pricing is received on time
Distribute bid documents and updates to internal stakeholders
Support communication between estimating, operations, and project management teams
Generate reports on bid activity, hit ratios, and workload tracking
Assist in developing and maintaining estimating templates and standardized processes
Identify opportunities to improve administrative workflows and data accuracy