Estimating Assistant

Estimating Assistant

Job Type: Full-Time

Work Hours: Monday - Friday, 7:00 AM - 4:00 PM Pacific Time, with a 1-hour unpaid break.

Job Overview:

We are seeking a dependable and detail-oriented Estimating Assistant to support Advanced Framing Structures (AFS), a Southern California commercial rough-carpentry and wood-framing subcontractor. In this role, you will process bid invitations, download and organize project documents, maintain accurate bid records in HubSpot, and prepare plan files and overlays in PlanSwift. You will work closely with the estimating team to ensure bid opportunities, deadlines, and project documents are complete, organized, and ready for review. The ideal candidate has strong administrative processing skills, excellent attention to detail, and the ability to follow established procedures consistently. Construction experience is helpful but not required. This is an administrative support role, not an independent estimating, pricing, or decision-making position.

Key Responsibilities:

Bid Invitation Administration

• Monitor assigned estimating email inboxes, bid portals, and other sources for new Invitations to Bid (ITBs).
• Download bid invitations and related project documents, including plans, specifications, addenda, bid instructions, and available project information.
• Enter or update bid opportunity information in HubSpot and other company tracking systems.
• Record bid due dates, project names, General Contractor information, locations, and other required opportunity details.
• Respond to bid invitations using approved company responses and direction from the estimating team.
• Record whether AFS intends to bid, decline, or requires estimator review before responding.
• Flag duplicate invitations, missing documents, unclear due dates, addenda, or other issues for estimator review.

Bid Document Organization

• Create and maintain organized electronic bid folders using AFS naming and filing standards.
• Save plans, specifications, addenda, bid forms, and other documents in the correct project folder.
• Maintain current versions of documents and clearly identify revised or superseded plan sets when directed.
• Notify the assigned estimator when new plans, addenda, or material bid documents are received.
• Help maintain an accurate and easy-to-follow electronic record for each bid opportunity.

PlanSwift Support

• Upload/import project plan sets into PlanSwift.
• Organize and label plan pages so estimators can locate drawings efficiently.
• Verify basic page orientation and plan-file completeness before handing the file to the estimator.
• Set up plan overlays to compare revised drawings against prior plan versions using the company’s established process.
• Identify and flag apparent drawing changes shown by overlays for estimator review.
• Do not independently determine the estimating, scope, cost, or schedule impact of drawing changes.

HubSpot / CRM Administration

• Create and update bid opportunities, companies, contacts, due dates, stages, and activity information in HubSpot.
• Maintain clean and consistent CRM records and avoid duplicate companies, contacts, or opportunities.
• Update opportunity status based on direction from the estimating team.
• Assist with routine CRM data cleanup, record maintenance, and reporting support as assigned.
• HubSpot experience is preferred but not required, as training may be provided to candidates with strong administrative skills.

Estimating Team Support

• Maintain bid calendars, trackers, and administrative task lists as assigned.
• Assist estimators with locating, downloading, renaming, organizing, and distributing bid documents.
• Perform routine data entry and document-preparation tasks related to estimating.
• Follow up internally when information or direction is needed to complete an assigned administrative task.
• Support other routine estimating administrative work consistent with the level and purpose of the position.

Required Qualifications

• 1-3 years of experience in administrative support, data entry, document control, CRM administration, accounts payable, construction administration, estimating support, or a similar role is preferred.
• Strong attention to detail and the ability to maintain accuracy when handling repetitive tasks and high volumes of administrative information.
• Excellent digital file management and organizational skills.
• Proficiency in Microsoft Office or Mi…