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. #ArchitecturalAssistant #Bluebeam #ConstructionEstimating #BidCoordination #Estimating #ConstructionJobs #BuildingConnected #ProjectCoordination #Millwork #Casework #RemoteJobs #ConstructionOperations