Architectural Assistant

Requirements

?? Architectural Assistant (Estimating, Bidding & Construction Coordination) – Remote

Full-Time | Remote | EST/CST Hours

?

About the Role

We’re hiring a highly organized and detail-oriented Architectural Assistant to support estimating, bidding, project coordination, and documentation workflows for commercial casework and millwork projects.

This is not a basic administrative role.

You’ll play a critical role in

? bid coordination

? estimating support

? proposal preparation

? project tracking

? contractor communication

? documentation management

You’ll work closely with estimators, contractors, and internal teams to ensure bids are accurate, organized, and submitted on time while maintaining structured project workflows from intake through post-award coordination.

If you thrive in

• construction environments
• estimating workflows
• architectural coordination
• documentation-heavy operations
• deadline-driven project support

this role is a strong fit.

? What You’ll Own

Bid Qualification & Project Organization

- Review incoming invitations to bid and assess

• project scope
• location
• fit and relevance

- Organize project files and documentation inside

• Notion
• Google Drive
• internal systems
• Maintain structured, searchable, and accessible records
• Ensure project information remains accurate and up to date

Estimating & Bid Coordination

- Coordinate with

• internal estimators
• external estimating partners
• takeoff specialists
• Assign projects and track estimating progress
• Follow up proactively to ensure deadlines are met
• Clarify scope details and resolve documentation gaps

- Maintain visibility into

• bid timelines
• deliverables
• submission status

Proposal Preparation & Bid Submission

• Review completed estimates for accuracy and completeness

- Convert estimates into polished proposals using

• Microsoft Word
• PDF formatting tools

- Submit bids through

• Building Connected
• contractor portals
• project management systems
• Ensure all submissions are complete, professional, and on time

Follow-Up & Bid Tracking

- Follow up with General Contractors regarding

• bid status
• awarded projects
• lost bid feedback

- Track

• awarded bids
• rejected bids
• pending opportunities

- Maintain organized records of

• bid activity
• contractor communication
• project outcomes
• Provide reporting visibility to internal stakeholders

Post-Award Coordination

• Coordinate project handoff after awarded bids

- Notify accounting regarding

• deposits
• awarded project details

- Update internal systems and stakeholders with

• project status
• awarded documentation
• scheduling updates
• Maintain clean communication and documentation across teams

?

Requirements

Core

Requirements

- 1–3 years of experience in

• estimating support
• project coordination
• construction administration
• architectural support
• millwork or casework environments preferred

- Strong hands-on experience with

• Bluebeam (required)
• Google Drive
• Microsoft Word
• Microsoft Excel
• Strong organizational and documentation skills
• Ability to manage multiple bids and deadlines simultaneously
• Excellent written and verbal English communication skills
• High attention to detail and process accuracy
• Comfortable working remotely during EST or CST business hours

? Nice to Have

- Experience using

• Notion
• Building Connected
• Adobe tools

- Familiarity with

• construction drawings
• takeoffs
• estimating workflows
• bid management systems

- Experience coordinating with

• contractors
• estimators
• construction teams

? What Makes You a Strong Fit

• Highly organized and process-driven
• Comfortable managing multiple moving deadlines
• Strong attention to detail and documentation accuracy
• Proactive communicator with strong follow-through
• Calm under pressure in deadline-driven environments
• Enjoys operational coordination and structured workflows
• Takes ownership instead of waiting for direction

? What a Typical Day Looks Like

• Review and qualify incoming bid invitations
• Organize project files and update tracking systems
• Coordinate with estimators and monitor bid timelines
• Prepare proposals and submit bids through contractor portals
• Follow up with General Contractors on project status
• Track awarded and lost bids and maintain documentation
• Coordinate internal updates and awarded project handoffs

In short

You help keep the estimating and bidding process organized, accurate, visible, and moving efficiently from intake to project award.

? Key Metrics for Success (KPIs)

• Accurate and timely bid submissions
• Well-organized project documentation and records
• Strong coordination with estimators and contractors
• Efficient bid tracking and follow-up consistency
• Minimal missed deadlines or submission errors
• Smooth post-award handoff and communication workflows

? Why This Role Stands Out

• High-impact role supporting real construction and millwork projects
• Strong ownership across estimating and bidding workflows
• Opportunity to work closely with contractors and estimating teams

- Exposure to

• construction coordination
• bid management
• estimating operations
• project workflows
• Fully remote role with structured systems and clear

responsibilities

- Growth opportunities into

• Estimating Coordinator
• Project Coordinator
• Construction Operations
• Bid Management roles

? Interview Process

• Initial Screening Call
• Recruiter Interview
• Client Interview
• Offer & Onboarding

? Apply Now

If you

• thrive in organized, detail-driven environments
• enjoy supporting estimating and construction workflows
• are experienced with Bluebeam and bid coordination
• can manage multiple projects and deadlines effectively

this role is a strong fit for you.

Apply directly on RemoteJobs.org: https://remotejobs.org/remote-jobs/architectural-assistant-pavago