URGENT: Construction Administrative Assistant (bid management and documentation experience is required)

• Review bid invitations and organize relevant documentation for submission.
• Track and manage incoming bid requests through CRM or shared platforms.
• Assist in preparing proposals, quotes, and other bid-related documents.
• Maintain a schedule of bid deadlines and ensure timely follow-ups.
• Support the estimating team with administrative and research tasks as needed.
• Update and manage client and project data in the company CRM system.
• Track proposal statuses, follow up with clients, and log all communication records.
• Generate reports summarizing bid activity, submission rates, and outcomes.
• Liaise with subcontractors, vendors, and suppliers to gather quotes and supporting documents.
• Coordinate with internal departments to ensure complete and accurate proposal submissions.
• Assist in compiling company prequalification packages and compliance documents.
• Maintain organized digital records of bid submissions, RFP responses, and related correspondence.
• Prepare weekly summaries of ongoing and completed bids for management review.
• Ensure accuracy and consistency of all outgoing documents.

Hard Requirements:

• 2+ years of experience in construction administration, estimating coordination, or bid management.
• Strong knowledge of construction terminology, proposal processes, and documentation standards.
• Experience with CRM systems (e.g., HubSpot, Salesforce, or construction-specific CRMs).
• Excellent written and verbal communication skills in English.
• Advanced proficiency in Microsoft Excel, Outlook, Teams, and Word.
• Strong attention to detail, organizational, and time management skills.
• Ability to work independently and meet tight deadlines across multiple projects.

Schedule:

• 40 hours per week
• Monday to Friday
• 9AM–6PM Eastern Standard Time