Architectural Assistant
Pavago · Full-time · Posted 2w ago
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 documentation accuracy
- Ability to work remotely during EST/CST business hours
Nice to Have
Experience with:
- Commercial millwork or casework
- Notion
- BuildingConnected
- Adobe tools
- Construction drawings and specifications
- Takeoffs and estimating workflows
- Bid management systems
- General Contractor communication
- External estimating teams
What a Typical Day Looks Like
You might:
- Review new bid invitations and determine project fit
- Organize drawings, specifications, and project files
- Review documentation in Bluebeam
- Assign projects to estimators and monitor deadlines
- Follow up on outstanding estimates
- Prepare and format proposals
- Submit completed bids through contractor portals
- Follow up with General Contractors on bid decisions
- Update awarded, pending, and lost bid records
- Coordinate internal handoffs for newly awarded projects
In short: You keep the estimating and bidding process organized, accurate, and moving—from the initial bid invitation through project award.
Key Metrics for Success
- On-time bid submission rate
- Accuracy and completeness of proposals
- Minimal missed deadlines or submission errors
- Organization and accuracy of project documentation
- Consistent contractor and estimator follow-up
- Accurate tracking of awarded, pending, and lost bids
- Smooth post-award project handoffs
Why This Role Stands Out
- Work directly on commercial construction and millwork projects
- High ownership across estimating and bidding operations
- Direct exposure to contractors and estimating teams
- Build deeper experience in:
- Construction estimating
- Bid management
- Bluebeam
- Project coordination
- Construction operations
- Fully remote environment with structured workflows
- Growth opportunities into:
- Estimating Coordinator
- Bid Coordinator
- Project Coordinator
- Construction Operations
- Estimator
Interview Process
- Initial Screening Call
- Spark Hire Intro Video
- Recruiter Interview
- Client Interview
- Offer & Onboarding
Apply Now
If you:
- Have hands-on Bluebeam experience
- Understand construction drawings and bid workflows
- Are highly organized and deadline-driven
- Can coordinate multiple estimates and submissions simultaneously
- Take ownership of follow-ups and documentation
We’d love to hear from you.
Apply now and help keep commercial estimating and bidding projects accurate, organized, and on schedule.
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Hong Kong SAR China