Assists the Estimating Department and Senior Estimator by providing clerical and administrative support. The Administrative Assistant may be asked to provide additional assistance to Project Managers and JMI Team Members with various projects and tasks.
ESSENTIAL FUNCTIONS
Pre-Estimation Tasks
Organize and manage bid invites / RFP’s / RFQ’s.
Orders, procures, downloads, and organizes bid documents.
Maintain and update Bid Calendar (Excel & Outlook).
Maintain and update in-office Bid Board.
Maintain and update Job Walk Calendar (Excel & Outlook).
Maintain or update various small works rosters or GC platforms.
Coordinate and facilitate job walks.
Estimation Tasks
Reviews project specifications and equipment schedules.
Reach out with bid invites to, general contractors, subcontractors, suppliers, etc.
Distributes plans, bid packages, and schedules.
Coordinates bid forms and bid bonds.
Send scope letters to GC’s / Primes / Owners.
Send proposals to GC’s / Primes / Owners.
Coordinate bid runner and/or delivery of bids
Post-Estimation Tasks
Organize, manage and distribute weekly bid notes.
Gather, organize, manage, and distribute in-office post bid results.
Attend bid openings
Other General Tasks
General work of typing, faxing, filing, making copies, front desk reception, light delivery/pick-up activities. Phone coverage as needed. Assist administrative staff, project managers and JMI team with various duties as needed.
Issue Purchase Orders to JMI team as needed.
Performs in office related duties as assigned.
MEASURABLE STANDARDS
Must perform in a professional manner at all times.
Ability to work and communicate well with people inside and outside of the organization.
Ability to work well under pressure and be able to meet deadlines while maintaining a high degree of accuracy and quality.
Must be detail-oriented and well-defined organizational skills.
Strict compliance to company policies including location, hours, etc.
JOB QUALIFICATIONS
Essential minimum skills, education, and experience:
High school diploma/GED or equivalent.
Must have a valid Washington State driver’s license and reliable transportation.
A good driving record. (to operate company vehicles)
Previous office experience including multi-line phones.
Good verbal and written communication skills.
Familiar with relevant Microsoft Office software.
Must have good typing skills.
Additional Preferences and Responsibilities:
Previous computer experience.
Some knowledge of mechanical plans & specification documents.
