General Description
The Industrial Estimating Administrative Assistant is a full-time, long-term administrative support position based in our Baton Rouge, Louisiana office. This position provides essential administrative and organizational support to the estimating and project management teams throughout the preconstruction and estimating process.
This is a long-term, staple position within the organization, and we are seeking a dependable, organized, and detail-oriented individual who is interested in building a lasting career with the company. The successful candidate will take ownership of assigned responsibilities, maintain a high level of accuracy, and become a dependable resource to the estimating and project management teams.
The Estimating Administrative Assistant will assist estimators and project managers with maintaining project files, organizing bid documents, preparing and tracking estimating information, managing correspondence, performing data entry and calculations, and ensuring that project information is accurate, complete, and readily accessible.
Strong proficiency in Microsoft Excel and Microsoft Word is required. The candidate should be comfortable creating and maintaining spreadsheets, preparing professional documents, organizing information, and working with large amounts of data. Experience with Procore and Primavera P6 is not required, but familiarity with either program would be considered a plus. The ability and willingness to learn new software is important.
The successful candidate should be comfortable working with multiple projects and deadlines, communicating professionally with internal personnel, clients, subcontractors, and vendors, and working both independently and as part of a team. Construction or estimating administrative experience is preferred, but candidates with strong administrative and computer skills who demonstrate the ability to learn construction processes will be considered.
The Estimating Administrative Assistant is expected to apply GROUP's principles of integrity, professionalism, accountability, dependability, and attention to detail throughout the estimating and preconstruction process.
Essential Functions
- Provide day-to-day administrative support to the estimating and project management teams.
- Organize, maintain, and update estimating files, bid documents, project records, correspondence, and other construction documentation.
- Assist estimators with the preparation, organization, and distribution of estimates and proposals.
- Assist with collecting and organizing project information required for accurate estimating.
- Maintain accurate electronic and physical project files.
- Assist with tracking bid opportunities, bid dates, due dates, and project requirements.
- Enter, organize, and maintain estimating information and data using Microsoft Excel and other applicable software.
- Prepare spreadsheets, reports, forms, correspondence, and other documents as requested.
- Assist with quantity takeoffs, calculations, and other basic estimating-related tasks as needed.
- Review documents for completeness, accuracy, and consistency.
- Assist in maintaining subcontractor and vendor information and correspondence.
- Assist with obtaining and organizing subcontractor and supplier quotes.
- Maintain correspondence and construction documentation for multiple projects.
- Assist in assembling complete project information for turnover to the Project Management team following award.
- Assist estimating personnel with organizing plans, specifications, addenda, revisions, and other bid documents.
- Assist in evaluating projects for constructability and potential value-engineering opportunities as directed.
- Participate in weekly staff meetings.
- Communicate professionally and effectively with estimators, project managers, subcontractors, vendors, and other internal and external contacts.
- Maintain a high level of organization and accuracy while managing multiple priorities and deadlines.
- Take ownership of assigned administrative responsibilities and follow tasks through to completion.
- Learn and utilize company-specific software, systems, and processes as needed.
- May occasionally visit project sites when necessary to gain a better understanding of project scope or requirements.
- Perform other administrative and estimating support duties as assigned.
Competencies
- Strong Organizational Skills
- Attention to Detail
- Collaboration and Teamwork
- Professional Communication Skills
- Problem-Solving Skills
- Time Management and Ability to Prioritize
- Ability to Manage Multiple Projects and Deadlines
- Basic Construction Knowledge
- Ability to Read and Interpret Construction Drawings — preferred
- Basic Math and Calculation Skills
- Ethical Conduct and Professionalism
- Strong Computer Skills
- Proficiency in Microsoft Excel and Microsoft Word — required
- Ability to learn and utilize new software and technology
- Dependability and Accountability
Computer Skills
Microsoft Office proficiency is required. The candidate must be comfortable working regularly with:
- Microsoft Excel
- Microsoft Word
- Microsoft Outlook
- Other Microsoft Office applications as needed
Experience with the following is preferred but not required:
- Procore
- Primavera P6
- Other construction estimating or project management software
Procore and P6 experience are not prerequisites for the position. Training can be provided to a qualified candidate who demonstrates strong Microsoft Office skills, attention to detail, and the ability to learn new software.
Physical Demands
This is primarily an office-based position. The employee is regularly required to sit; use hands to grip, handle, or feel; reach with hands and arms; and talk or hear.
The employee may occasionally be required to stand and walk and must be able to lift and/or move objects up to 25 lbs.
Occasional visits to active construction sites may be required. Jobsite visits may involve walking over uneven surfaces and exposure to outdoor weather conditions, including extreme heat or cold.
Position Type/Expected Work Hours
This is a full-time, hourly position based primarily in the Baton Rouge, Louisiana office.
This is intended to be a long-term, stable, staple position within the organization. The successful candidate should be interested in establishing a long-term career with the company and becoming a dependable member of the estimating and project management team.
The position is predominantly office-based, with occasional project/site visits as needed. Normal business hours will generally apply, although occasional extended hours, evening/weekend work, or travel may be required to meet project and estimating deadlines.
Required Education and Experience
- 3+ years of administrative, estimating administrative, project administrative, or construction office experience preferred.
- Experience supporting construction estimators, project managers, engineers, or similar roles is preferred.
- Strong proficiency with Microsoft Excel and Microsoft Word is required.
- Strong general computer skills and the ability to learn new software applications.
- Strong organizational and document-management skills.
- Ability to perform basic mathematical calculations and work accurately with numbers.
- Construction industry experience is preferred.
- Familiarity with construction plans, specifications, estimating terminology, and general construction processes is preferred but not required.
- Experience with Procore and/or Primavera P6 is a plus but not required.
- Ability to communicate professionally and work effectively with a team.
- Ability to work independently, prioritize assignments, meet deadlines, and follow through on responsibilities.
- Reliable and dependable attendance and performance are essential to the position.
Industry-Related Requirements
- Must be able to successfully complete all applicable Safety Council-related courses.
- Must undergo required pre-employment screening, including physical, drug and alcohol screening, audiogram, and fit testing if applicable.
- Must hold a valid driver's license if required to operate company vehicles or equipment.
The individual who occupies this position must not pose a direct threat or significant risk of substantial harm to the health or safety of the individual or others that cannot be eliminated or reduced by reasonable accommodation.
