Architectural Assistant

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

1. Initial Screening Call
2. Spark Hire Intro Video
3. Recruiter Interview
4. Client Interview
5. 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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