Architectural Assistant
Requirements
Architectural Assistant – Estimating, Bidding & Construction Coordination | Remote
Position Type: Full-Time, Remote
Working Hours: EST/CST U.S. Business Hours
About the Role
At Pavago , one of our clients is hiring a highly organized Architectural Assistant to support estimating, bidding, project coordination, and documentation for commercial casework and millwork projects .
This is not a basic administrative role. You’ll be directly involved in the bidding lifecycle—from reviewing invitations to bid and coordinating estimates to preparing proposals, tracking submissions, and supporting awarded-project handoffs.
If you have experience with Bluebeam, construction documentation, estimating support, or bid coordination and are comfortable managing multiple deadlines, this role is a strong fit.
What You’ll Own
Bid Qualification & Project Organization
- Review incoming Invitations to Bid (ITBs)
- Assess project scope, location, fit, and relevance
- Organize drawings, specifications, bid documents, and project files
- Maintain structured records in Notion, Google Drive, and internal systems
- Ensure project information remains accurate, accessible, and current
Estimating & Bid Coordination
Work closely with internal and external estimating resources to keep bids moving.
You’ll:
- Coordinate with estimators, takeoff specialists, and estimating partners
- Assign projects and monitor estimating progress
- Track bid deadlines and submission requirements
- Follow up proactively on outstanding deliverables
- Clarify scope details and identify missing documentation
- Maintain visibility across active bids and deadlines
Bluebeam & Construction Documentation
- Use Bluebeam to review construction drawings and project documents
- Navigate plans, specifications, and relevant bid information
- Support estimating and takeoff workflows
- Identify documentation gaps or unclear project requirements
- Maintain accurate drawing and document records
Hands-on Bluebeam experience is required.
Proposal Preparation & Bid Submission
- Review completed estimates for accuracy and completeness
- Convert estimates into professional client-facing proposals
- Format proposals using Microsoft Word and PDF tools
- Submit bids through BuildingConnected , contractor portals, and project management systems
- Verify all required documentation before submission
- Ensure bids are submitted accurately and on time
Bid Tracking & Contractor Follow-Up
Follow up with General Contractors regarding:
- Bid status
- Pending decisions
- Awarded projects
- Lost bids and feedback
Maintain organized tracking of:
- Submitted bids
- Pending opportunities
- Awarded projects
- Rejected/lost bids
- Contractor communication
- Project outcomes
Provide clear reporting visibility to internal stakeholders.
Post-Award Coordination
Once a project is awarded:
- Coordinate the internal project handoff
- Notify accounting of deposits and relevant project details
- Organize awarded-project documentation
- Update project status across internal systems
- Communicate scheduling and next steps to relevant stakeholders
- Ensure a smooth transition from estimating to execution
What Makes You a Strong Fit
You are:
- Highly organized and process-driven
- Detail-oriented with construction documentation
- Comfortable managing multiple bids simultaneously
- Proactive with follow-ups and deadlines
- Confident communicating with estimators and contractors
- Calm under pressure when deadlines overlap
- Comfortable working independently
- Someone who takes ownership rather than waiting for direction
Required Experience & Skills
Must-Have
-
1–3 years of experience in one or more of the following:
- Estimating support
- Construction administration
- Project coordination
- Architectural support
- Bid coordination
- Hands-on Bluebeam experience – required
- Experience working with construction or architec