What are the responsibilities and job description for the Administrative Assistant position at JRC Mechanical (Plumbing/HVAC/Refrigeration)?
Company Description
JRC Mechanical specializes in designing and implementing complex mechanical, plumbing, and HVAC systems for large-scale commercial buildings, hospitals, schools, hotels, and government facilities. Based in Virginia and Northeast North Carolina, the company is backed by an experienced team of project managers, engineers, and estimators. JRC Mechanical places a priority on building strong relationships with its customers, which enables them to exceed expectations. Offering a wide range of services, including Design Build, Design Assist, Performance Contracting, and Value Engineering, JRC Mechanical tailors solutions to meet diverse project requirements.
Position Overview
We are seeking a detail-oriented and highly organized Entry-Level Administrative Assistant to support both our Project Management and Estimating teams. This role serves as a critical link between preconstruction and operations, assisting with administrative tasks that ensure accurate estimating, smooth project turnover, and efficient project execution.
This is an excellent opportunity for someone looking to grow into a Project Management Assistant (PMA) or Estimating Assistant role.
Primary Responsibilities
- Provide administrative support to Project Managers, Project Management Assistants (PMA), and Estimating team
- Assist with bid and estimating document preparation, including organizing plans, specs, and takeoff files
- Support the estimating process by tracking bid invitations, due dates, and subcontractor/vendor outreach
- Maintain and organize project and bid documentation (contracts, proposals, change orders, submittals, etc.)
- Assist with project setup and turnover from estimating to operations
- Track and follow up on outstanding items required for project compliance, bidding, and billing
- Coordinate communication between internal teams, subcontractors, vendors, and clients
- Support meeting preparation, agendas, and meeting minutes for both estimating and project teams
- Maintain logs and trackers for bids, project status, and document control
- Ensure accuracy and completeness of all project and estimating-related documentation
Required Skills
- Strong organizational and time management skills
- High attention to detail and accuracy
- Clear and professional written and verbal communication
- Proficiency in Microsoft Office (Excel, Word, Outlook)
- Ability to manage multiple priorities across estimating and operations
- Basic understanding of administrative workflows and documentation processes
Required Experience
- 0–2 years of administrative, office, or support experience
- Exposure to construction, estimating, or project management environments is a plus but not required
- Familiarity with bid processes, document control, or contract administration is a plus
- Communicates clearly, confidently, and professionally with clients, vendors, and internal teams via phone and email.
Required Attitude
- Eagerness to learn both estimating and project operations
- Proactive and solution-oriented mindset
- Strong sense of ownership and accountability
- Team-oriented with a positive, professional demeanor
- Comfortable working in a fast-paced, deadline-driven environment
- Willingness to ask questions and take initiative
Required Results
- Accurate and timely support of bid and project documentation
- Organized and up-to-date files for both estimating and active projects
- Improved efficiency in bid tracking and project startup processes
- Reduced delays due to missing or incomplete information
- Smooth hand-off from estimating to project management
Required Habits
- Consistent follow-up on bids, subcontractor responses, and outstanding project items
- Strong attention to detail in all documentation and data entry
- Daily prioritization of tasks across estimating deadlines and project needs
- Clear and timely communication with both estimating and operations teams
- Maintaining organized and accessible filing systems
Success Looks Like
- Estimators have accurate, organized information to submit competitive bids on time
- Project Managers receive complete, clean turnover packages from estimating
- Documentation is always current, accessible, and reliable
- Communication between estimating and operations is seamless
- You grow into increased responsibility within either estimating, project management, or both