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…