Find & Apply For Executive Assistant Jobs in Wood-Ridge, New Jersey

BID COORDINATOR / EXECUTIVE ASSISTANT DEPARTMENT

Estimating

REPORTS TO

Chief Estimator

LOCATION

Wood-Ridge, NJ

ABOUT THE ROLE

Terminal Construction Corporation, an 80+ year old, top 400 construction company based in Wood-Ridge, NJ, is looking for a Bid Coordinator/Executive Assistant to support the Chief Estimator and the Estimating Department. Our bidding process runs on digital tools, and we want someone who is comfortable with technology, learns new software quickly, and looks for ways to make the process faster and more accurate.

RESPONSIBILITIES

BID COORDINATION

Prepare and submit all documents related to public bidding, including prequalification submittals, bid forms, EEO certifications and insurance procurement Set up new bids in

BuildingConnected:

create bid packages, send invitations to bid, track subcontractor and supplier responses, and distribute addenda Maintain the department Bid Schedule Calendar, tracking bid due dates, pre-bid meetings, site visits and RFI deadlines Download, organize and distribute bid documents, drawings and addenda; set up and maintain digital project folders Use Bluebeam Revu to organize drawing sets, bookmark plans and compare addenda revisions Upload bid item schedules and bid documents into the estimating program Track new project leads through CIS and Dodge and help the team review upcoming bid opportunities

DBE/UDBE/MBE/SBE

outreach and reporting, pre-bid and post-bid Support bid day: collect and log subcontractor and supplier quotes, prepare bid forms and coordinate delivery or electronic submission Track bid results and maintain bid history records Help set up awarded projects in Procore and hand off bid documents and subcontractor information to the project team Job filing (electronic and hard copy), set up files, archive old job files, maintain archive log

RESPONSIBILITIES

EXECUTIVE SUPPORT

Work as an Executive Assistant directly for the Chief Estimator Manage calendar, meetings, phone calls and messages, delegating or responding as needed Maintain accurate expense reporting for the Chief Estimator; review and coordinate expense reports submitted Prepare reports, letters, spreadsheets and presentations Handle projects as assigned by the Chief Estimator Look for ways to use technology, including AI tools, to automate repetitive tasks and improve how the department works Assist other office staff as needed

QUALIFICATIONS

Working knowledge of the commercial construction industry, specifically administrative support for an estimating, preconstruction or engineering department, public bid processes and insurance procurement Comfortable with technology and quick to learn new software Strong business writing skills Ability to manage multiple bids with tight deadlines and work under pressure Strong initiative, work ethic, multitasking ability, follow-through, organization and attention to detail Strong interpersonal skills with all levels of employees, subcontractors, vendors and owners

TECHNOLOGY

Required tools are expected on day one. Preferred tools are a plus, and we will train the right candidate. Microsoft 365

• Required (Excel, Word, Outlook, Teams, SharePoint and PowerPoint Adobe Acrobat Pro
• Required (Editing, combining and filling out PDF forms) Bluebeam Revu
• Preferred (Drawing sets, bookmarks and addenda comparisons) BuildingConnected
• Preferred (Bid packages, invitations to bid and bidder tracking) Procore
• Preferred (Awarded project setup and handoff) Autodesk Construction Cloud
• Preferred (Construction document management CIS and Dodge
• Preferred (Project lead services) AI tools
• Preferred (ChatGPT, Claude or Microsoft Copilot)

Pay:

$90,000.00

• $120,000.

00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Retirement plan Application Question(s): This position is 100% in-office at our Wood-Ridge, NJ office, with no work from home or remote work of any kind. Are you able and willing to work on-site every day? How many years of experience do you have coordinating public bids? How many years of experience do you have in construction administration, such as estimating, preconstruction or project administration? Have you prepared prequalification submittals, bid forms, EEO certifications, or insurance procurement for public bids? Which of these have you used: Bluebeam Revu, BuildingConnected, Procore, Autodesk Construction Cloud, CIS, Dodge? Ability to

Commute:

Wood-Ridge, NJ 07075 (Required)

Work Location:

In person