Administrative Assistant Job at Delaware Elevator in Salisbury

We are looking for an organized and detail-oriented Estimating Administrative Support person for our estimating team. The successful candidate will be responsible for providing administrative assistance, managing bid schedule, bid documentation, and ensuring the smooth operation of the estimating department. This role is crucial in helping the team prepare accurate and timely project bids.

Essential Functions:

* Organize and maintain electronic and physical files of project documents, including blueprints, specifications, and contracts.

* Track and manage deadlines for bid submissions.

* Input project data into CRM and maintain up-to-date records of all estimates.

* Coordinate and distribute bid invitations, addendums, and other relevant communications.

* Handle incoming calls, emails, and inquiries related to project estimates.

* Support the estimating team in tracking progress on multiple bids and ensuring timely submission.

* Submit bid proposals.

* Provide administrative assistance to the estimating team, including scheduling meetings, managing calendars, and coordinating communications.

* Prepare and edit correspondence, reports, and presentations related to project estimates.

* Continuous monitoring of general Estimating Department email for any new bid invitations, addendums, and/or any emails related to a new construction bids.

* Receive Invitations to Bid (ITB) from various means sent in by General Contractors (GCs), email, FTP sites, Estimators, other departments within Delaware Elevator

* Prepare upcoming "Bid Due" report from CRM, and research additional project bidders via construction lead site (Building Connected, Plan Hub, Construction Journal, etc.), for department manager to determine bid status.

Qualifications:

* Experience in construction estimation, preferably within the elevator or vertical transportation industry is preferred.

* Knowledge of construction industry is beneficial.

* Ability to work independently and as part of a team.

* Strong attention to detail and ability to manage multiple tasks simultaneously.

* Professional demeanor and a positive attitude.

* Ability to handle confidential information with discretion.

* Proactive and able to anticipate the needs of the estimating team.

Skills & Abilities:

* Proficient in Microsoft Office Suite, Adobe, and various online project bid sites.

* Strong customer relations skills.

* Strong communication and negotiation skills (written and verbal).

* Strong organizational and time management skills.

* Ability to read and interpret technical drawings and specifications. (Must be willing to learn).

In return, you will receive competitive compensation based on experience. We offer an excellent benefit package including medical, dental, vision (paid at 100% for employee, 50 % dependents) - retirement 401k plans, disability, life, AFLAC, wellness plans, member discounts, paid vacations & holidays - all with the opportunity to grow with our team.

AA/EOE

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