Key Responsibilities and Required Skills for Estimating Assistant

🎯 Role Definition

Are you a highly organized and detail-oriented professional looking to build a career in the construction industry? As our Estimating Assistant, you will be the backbone of our preconstruction and estimating department. You will play a critical role in the initial phases of our projects, directly contributing to our ability to win new work by ensuring the accuracy and completeness of our bids. This position offers a fantastic opportunity to learn the ins and outs of cost estimation, project bidding, and preconstruction from the ground up, working alongside a team of experienced estimators on a diverse range of exciting projects. If you thrive in a fast-paced environment and have a passion for precision, we want to hear from you.

📈 Career Progression

Typical Career Path

Entry Point From:

Project Coordinator or Administrator (Construction)
Administrative Assistant (General)
Recent Graduate (Construction Management, Engineering, etc.)

Advancement To:

Junior Estimator / Estimator
Cost Engineer
Preconstruction Coordinator / Manager

Lateral Moves:

Project Coordinator
Purchasing Agent

Core Responsibilities

Primary Functions

Meticulously manage the distribution of bid invitations, construction plans, specifications, and addenda to subcontractors and material suppliers.
Perform detailed quantity take-offs from architectural and engineering drawings using digital software like Bluebeam or Planswift.
Actively solicit and track pricing from vendors and subcontractors, making follow-up calls and emails to ensure timely bid submissions.
Maintain and continuously update the company’s master database of subcontractors and suppliers with current contact and pre-qualification information.
Assist Senior Estimators in analyzing and comparing subcontractor proposals to identify scope gaps, overlaps, and ensure full coverage.
Organize and assemble comprehensive bid packages for final review, ensuring all required documents, forms, and qualifications are included.
Create and manage a detailed bid calendar, tracking all key deadlines for RFIs, bid submissions, and pre-bid meetings.
Prepare and maintain organized digital and physical files for each project estimate, including all correspondence, quotes, and take-off sheets.
Request and gather material pricing from a diverse network of suppliers to ensure cost data is current, competitive, and accurate for estimates.
Support the preparation of turnover meetings and documentation for the operations team upon project award, ensuring a smooth transition from preconstruction to construction.
Conduct thorough reviews of project specifications to identify unique requirements, potential risks, and necessary scopes of work.
Assist in the development of preliminary budgets and conceptual estimates for clients during the early planning stages.
Log and track all incoming and outgoing bid-related documents, creating a clear and auditable trail for each project pursuit.
Aid in the preparation of bid forms and other submission documents, verifying that all client-specific requirements are met.
Help analyze post-project cost data against original estimates to contribute to a historical cost database and improve future bidding accuracy.
Coordinate logistics for pre-bid site walks and meetings, documenting attendance, key discussions, and questions raised.
Prepare clear and concise cost summary reports and scope clarification documents for internal review meetings with management.
Research and identify potential new subcontractors and vendors in various trades and regions to expand the company's bidding network.
Provide general administrative support to the estimating department, including answering phones, managing correspondence, and scheduling meetings.
Assist in the preparation of detailed scope of work descriptions for various trade packages to be sent out for bid.
Develop and maintain positive, professional relationships with subcontractor and supplier communities to foster strong partnerships.

Secondary Functions

Support ad-hoc data requests and exploratory analysis of historical cost data.
Contribute to the continuous improvement of the estimating department's processes, tools, and data strategy.
Collaborate with project management and operations teams to understand field-related cost impacts.
Participate in departmental meetings and contribute ideas for enhancing bid accuracy and efficiency.

Required Skills & Competencies

Hard Skills (Technical)

High proficiency in the Microsoft Office Suite, particularly Excel for creating spreadsheets, managing data, and performing calculations.
Experience with or ability to quickly learn digital take-off and estimating software (e.g., Bluebeam, Planswift, On-Screen Takeoff, Procore).
Fundamental ability to read, understand, and interpret construction blueprints, drawings, and technical specifications.
Strong mathematical and analytical skills for performing accurate quantity take-offs and cost calculations.
Excellent data entry skills with a high degree of accuracy for maintaining databases and logs.
Basic understanding of construction materials, methods, and the sequence of operations.

Soft Skills

Exceptional attention to detail and a commitment to accuracy and quality in all tasks.
Superior organizational and time-management skills, with the ability to manage multiple priorities and meet tight deadlines.
Excellent written and verbal communication skills for professional interaction with internal teams, subcontractors, and vendors.
Proactive, resourceful, and self-motivated with a strong ability to work independently and as part of a collaborative team.
A resilient and calm demeanor, with the ability to perform effectively under the pressure of bid deadlines.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent.

Preferred Education:

Associate's or Bachelor's degree from an accredited college or university.

Relevant Fields of Study:

Construction Management
Architecture or Architectural Technology
Engineering
Business Administration

Experience Requirements

Typical Experience Range: 1-3 years of administrative or coordination experience, preferably within the construction, architecture, or engineering industry.

Preferred: Direct experience in a preconstruction or estimating department is highly desirable. Familiarity with the commercial construction bidding process is a significant plus.