Entry-Level Administrative Assistant - Estimating Department

Job description: We are a dynamic and growing company committed to delivering top-quality general contracting services. As we are expanding our Estimating & Procurement Department, we are looking for an enthusiastic, detail-oriented Estimating Assistant to join our team. This is a great opportunity for someone reliable, eager to learn, and looking to develop their career in administrative support while contributing to the growth of our Estimating team and our sitework self-perform department. As an Estimating Assistant, you will play a key role in supporting the Director of Preconstruction by providing efficient administrative assistance including but not limited to document review, organizing files, and assisting with day-to-day communication via email and phone calls with prospective subcontractors and vendors, and eventual assistance in the creation of purchase orders and contract documents for projects. This is an excellent opportunity to enhance your administrative skills and gain valuable experience in public works construction while learning the finer points of how projects come together.

Key Responsibilities:

• Respond to phone and email inquiries in a professional manner.
• Assist in communication between the Estimating team, clients, and vendors
• Conduct follow up calls with subcontractors and vendors to confirm bid status
• Prepare requests for Information from Subcontractors and send to clients
• Attend pre-bid walkthroughs or bid openings
• Save & Organize project estimates, bids, and related documents in OneDrive.
• Learn to assist in preparation of bids, including requesting bid bonds, completing pre-qualification paperwork, and assembling bid forms
• Learn to assist in assembly of subcontracts including scopes of work, prevailing wage info, and more
• Assist with administrative tasks such as filing, photocopying, and document management.
• Assist with ad-hoc administrative tasks as needed to support departmental growth.
• Perform other duties as assigned to support the Estimating Department.

Qualifications:

• Strong organizational skills with the ability to effectively manage multiple tasks and meet deadlines.
• Reliability, consistency, and a strong work ethic are essential for this position
• Curiosity and a desire to learn, especially when the subject matter is unfamiliar
• Excellent written and verbal communication skills, with the ability to interact professionally with colleagues and clients.
• Proficiency in Microsoft Office Suite (Word, Excel, Teams) is required to handle documents, data, and email communication effectively.
• Strong attention to detail, with a focus on careful analysis and precision. Problem-solving skills are essential to address and resolve various issues that may arise.
• The ability to work independently and collaborate with a team is valued, suggesting flexibility in both individual initiative and teamwork.
• A positive attitude, eagerness to learn, and willingness to grow in the role
• A high school diploma or equivalent is the minimum educational requirement. An associate degree or relevant coursework is considered an advantage.
• Reliable transportation to and from work in the

Village of Montgomery, NY What We Offer:

• Competitive salary and benefits package.
• Significant opportunities for career advancement and professional development.
• A collaborative and supportive work environment.
• Hands-on training in Estimating & Procurement as it relates to construction.

We are an Equal Opportunity Employer. We celebrate diversity in all forms and are dedicated to fostering an inclusive, supportive environment where every employee is valued, respected, and empowered to thrive. How to

Apply:

If you are excited about this opportunity and believe you are a great fit for the role, please submit the following:

• A current resume outlining your qualifications and experience.
• A cover letter detailing why you believe you are a strong fit for this position and how your skills align with the key responsibilities and qualifications outlined above.

We look forward to reviewing your application!

Job Type:

Full-time Benefits:

• 401(k)
• Paid time off

Schedule:

• 8-hour shift Application Question(s):
• Must be able to multi-task and the key is organizational & coordinating skills
• Why are you interested in this position?
• What do you know about our company/industry?
• Why do you want to work in an estimating or construction-related department?

Education:

• High School (Required)
• Associate (Recommended)
• Bachelors (Preferred)

Experience:

Administrative:

2 years (Recommended)

Location:

Montgomery, NY 12549 (Preferred) Ability to

Commute:

Montgomery, NY 12549 (Required)

Work Location:

In person

Job Type:

Full-time Pay:

$40,000.00 - $50,000.00 per year

Benefits:

401(k) Paid time off

Work Location:

In person