Architectural Assistant

About this role

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 docume