Entry-Level Administrative Assistant - Estimating Department

We are a dynamic and growing company committed to delivering top-quality general contracting services. As we expand 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.

As an Estimating Assistant, you will play a key role in supporting the Director of Estimating & Procurement 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
• Assist in review of subcontractor and vendor proposals for completeness
• Periodically attend pre-bid walkthroughs or bid openings within 45 minutes drive
• 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 under the supervision and tutelage of the Director of Estimating & Procurement
• Learn to assist in assembly of subcontracts including scopes of work, prevailing wage info, and more under the supervision of Director of Estimating & Procurement
• 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

Education:

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

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

Salary : $40,000 - $50,000