Assistant Bid Administrator

About AJ Glass

Founded in 2002, AJ Glass has been a trusted provider of commercial glass solutions in Metro Atlanta for over two decades. Our commitment to problem-solving, superior quality, and exceeding expectations sets us apart. We believe in uncompromising attention to detail and a steadfast pursuit of excellence, which is reflected in every project we complete. Clients choose us because they know their project is in the hands of metro Atlanta’s best.

Position Summary

AJ Glass is looking for an organized, proactive, and detail-oriented Assistant Bid Administrator to support the high-volume bid administration workflow within the Preconstruction department. This role uses BasisBoard and other designated company systems to help process incoming bid opportunities, maintain accurate bid data and deadlines, organize supporting documents, route updates and addenda, support proposal distribution, and assist with related preconstruction handoffs. The Assistant Bid Administrator works closely with the Preconstruction Manager, estimators, general contractors, vendors, and internal departments to ensure information is accurate, organized, and moved to the right people on time. Success requires strong ownership, urgency, data accuracy, and the ability to manage changing priorities without losing attention to detail.

What You’ll Do

• Monitor the bid inbox, BasisBoard, and other assigned bid sources throughout the workday; identify new opportunities, addenda, updates, and time-sensitive information and ensure they are routed to the appropriate estimating resources promptly.
• Review bid opportunities and updates captured in BasisBoard or the company's designated bid-management platform; verify key administrative information such as project name, general contractors bidding, bid deadlines, job walks, RFI deadlines, location, contacts, and other required submission details, and correct or escalate discrepancies promptly.
• Maintain current bid status, deadlines, assignments, customer information, and other required administrative fields in BasisBoard so the Preconstruction team has reliable visibility to active opportunities and next actions; use approved supplemental tracking only when needed rather than creating unnecessary duplicate records.
• Set up new bid opportunities in the appropriate company systems and maintain complete, organized digital files for drawings, specifications, addenda, bid forms, correspondence, and supporting documents.
• Coordinate the administrative flow of drawings, specifications, addenda, clarifications, and other bid information between general contractors, estimators, vendors, and internal stakeholders, ensuring BasisBoard and related records remain aligned with material updates.
• Support proposal preparation and release by verifying administrative information such as project name, customer, bid date, contact information, and required submission details; route technical, scope, pricing, or commercial questions to the appropriate estimator or manager.
• Distribute approved proposals and other estimating correspondence to the correct general contractors and contacts, and maintain clear records of what was sent, when it was sent, and any required administrative follow-up.
• Support the administrative preparation and routing of Change Order Requests (CORs), awarded-job setup information, and other preconstruction-to-operations handoff documentation in accordance with established processes and approval paths.
• Provide responsive, professional communication to general contractors and other external contacts on routine administrative matters, including bid invitations, due dates, document receipt, contact routing, and submission logistics.
• Maintain accurate bid-related records and help prepare routine reports or summaries from BasisBoard and other approved sources that improve visibility to pipeline volume, workload, deadlines, customer activity, and process status; identify missing information or data-quality issues before the information is relied upon.
• Identify recurring administrative issues, missed updates, deadline risks, data-quality problems, and workflow gaps early; escalate appropriately and help implement practical improvements in bid administration, file organization, standard work, and appropriate workflow automation.

What We’re Looking For

• 1–3 years of experience in administrative coordination, bid administration, construction administration, procurement support, project coordination, or a related role; commercial construction experience is preferred.
• Exceptional organizational and time-management skills, with the ability to manage a high volume of deadlines, interruptions, and frequently changing priorities while maintaining accuracy.
• Strong attention to detail and disciplined data- and document-control habits, including accurate file naming, recordkeeping, data entry, bid-status maintenance, correspondence routing, and follow-through.
• Strong written and verbal communication skills with a professional, responsive customer-service approach when working with general contractors, vendors, and internal teams.
• Proficiency in Microsoft Outlook, Excel, Word, and Teams; experience with BasisBoard or another construction bid-management platform is preferred, and the ability to quickly learn and consistently use AJ Glass's designated systems is required.
• Ability to navigate drawings, specifications, addenda, bid forms, and related project documents sufficiently to organize, route, and track information accurately; commercial glazing or preconstruction experience is helpful but not required.
• Sound judgment about when to resolve a routine administrative issue independently and when to escalate a scope, pricing, customer, deadline, or documentation concern to an estimator or the Preconstruction Manager.
• Self-motivated, dependable, solution-oriented, and collaborative, with a strong sense of ownership and willingness to learn AJ Glass systems, customers, workflows, and terminology.

Physical Requirements

• Majority of the position is performed in an office setting, sitting or standing at a computer for extended periods.
• Occasional lifting of light materials (up to 25 pounds), such as plans, binders, or samples.

This is a full-time position based in Marietta, GA and is primarily office-based due to the role’s daily coordination, communication, document-control, and workflow responsibilities. Apply today and be a part of the future of AJ Glass!