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 architectural documentation

- Strong proficiency with:

- Google Drive

- Microsoft Word

- Microsoft Excel

- Ability to manage multiple bids and deadlines simultaneously

- Excellent written and verbal English

- Strong attention to detail and documentation accuracy

- Ability to work remotely during EST/CST business hours

Nice to Have
Experience with:

- Commercial millwork or casework

- Notion

- BuildingConnected

- Adobe tools

- Construction drawings and specifications

- Takeoffs and estimating workflows

- Bid management systems

- General Contractor communication

- External estimating teams

What a Typical Day Looks Like
You might:

- Review new bid invitations and determine project fit

- Organize drawings, specifications, and project files

- Review documentation in Bluebeam

- Assign projects to estimators and monitor deadlines

- Follow up on outstanding estimates

- Prepare and format proposals

- Submit completed bids through contractor portals

- Follow up with General Contractors on bid decisions

- Update awarded, pending, and lost bid records

- Coordinate internal handoffs for newly awarded projects

In short: You keep the estimating and bidding process organized, accurate, and moving—from the initial bid invitation through project award.
Key Metrics for Success

- On-time bid submission rate

- Accuracy and completeness of proposals

- Minimal missed deadlines or submission errors

- Organization and accuracy of project documentation

- Consistent contractor and estimator follow-up

- Accurate tracking of awarded, pending, and lost bids

- Smooth post-award project handoffs

Why This Role Stands Out

- Work directly on commercial construction and millwork projects

- High ownership across estimating and bidding operations

- Direct exposure to contractors and estimating teams

- Build deeper experience in:

- Construction estimating

- Bid management

- Bluebeam

- Project coordination

- Construction operations

- Fully remote environment with structured workflows

- Growth opportunities into:

- Estimating Coordinator

- Bid Coordinator

- Project Coordinator

- Construction Operations

- Estimator

Interview Process

- Initial Screening Call

- Spark Hire Intro Video

- Recruiter Interview

- Client Interview

- Offer & Onboarding

Apply Now
If you:

- Have hands-on Bluebeam experience

- Understand construction drawings and bid workflows

- Are highly organized and deadline-driven

- Can coordinate multiple estimates and submissions simultaneously

- Take ownership of follow-ups and documentation

We’d love to hear from you.

Apply now and help keep commercial estimating and bidding projects accurate, organized, and on schedule.

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Originally posted on Himalayas