What are the responsibilities and job description for the Estimating Administrative Assistant position at Bruce & Merrilees?
Estimating Administrative Assistant- Keep the Bids Moving & the Business Growing!
Join Bruce & Merrilees, a family of dedicated professionals delivering Powerful Solutions through excellence, collaboration, and innovation. With 400 team members, 200 annual projects, and over 77 years of industry leadership, we're more than just a company-we're a family where your contributions are valued, and your growth is prioritized.
Your Role as an Estimating Administrative Assistant
As an Estimating Administrative Assistant, you'll be at the heart of our project bidding process-supporting multiple teams, coordinating critical documents, and ensuring we stay ahead of tight deadlines. You'll collaborate across departments and serve as a vital link between estimators, project managers, clients, and subcontractors. If you thrive on organization, precision, and fast-paced teamwork, this is the role for you!
What You'll Do:
Bid Coordination & Submission
- Filter and track bidding opportunities across platforms like Avetta, ISNetworld, BuildingConnected, Ariba, and more.
- Prepare and submit bid documents accurately and on time.
- Schedule internal bid reviews and coordinate participation in pre-bid meetings.
- Maintain our Bid Tracker database and generate weekly updates for leadership.
- Draft proposal letters and bid clarifications, supporting seamless transitions from estimating to project execution.
Prequalification & Documentation
- Manage client pre-qualification processes and ensure accurate submissions via various platforms and portals.
- Coordinate NDAs, MSAs, and contract terms for executive review.
- Partner with marketing, safety, and accounting to complete proposal packages.
- Oversee subcontractor prequalification and insurance certificate management.
Administrative & Departmental Support
- Support the estimating team with file management, order entry, and departmental communication.
- Monitor bid-related email accounts and respond appropriately.
- Maintain supplies, order drawings, and handle equipment service calls as needed.
- Tackle additional tasks and special projects with a can-do attitude.
What You Bring to the Table:
Education & Experience
- High School Diploma or equivalent.
- 4 years in an administrative role, preferably supporting project management team.
Skills That Set You Apart
- Clear Communicator - You're professional, personable, and confident interacting across all levels.
- Highly Organized - You juggle multiple priorities while staying accurate and efficient.
- Collaborative by Nature - You enjoy working with a team and aligning efforts across departments.
- Detail-Oriented - Accuracy and precision are your strong suits.
- Proactive Learner - You take initiative and are eager to pick up new tools and processes.
- Tech-Savvy - Proficient in Microsoft Office and comfortable navigating client portals and digital systems.
Why Choose Us?
- Career Growth: Gain hands-on experience and grow within a well-established company.
- Work-Life Balance: Enjoy generous PTO, Flex Fridays, and 8 paid holidays.
- Health & Wellness: Competitive medical, dental, and vision plans.
- Financial Perks: 401k with company match and educational assistance.
- Culture That Cares: Family-oriented values, company events, and a team that supports your success.
Apply Today and Power Up Your Future!
At Bruce & Merrilees, you're not just an employee-you're part of something bigger. Bring your organizational skills, positive energy, and team spirit to a place where your work makes a real impact. We can't wait to welcome you!
Bruce & Merrilees is not currently hiring individuals for this position who now or in the future require sponsorship for employment visa status. Our hiring process includes drug & alcohol screening, E-verify, driving record, and background check. Bruce & Merrilees is an Equal Opportunity Employer and a Drug-Free Workplace Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.