Administrative Assistant Estimating & Office

Position Summary

Montana Construction Inc. is seeking a dependable and organized Administrative Assistant to fill a dual-function role supporting both the Estimating Department and the day-to-day operations of the office. This full-time, in-office position splits responsibilities between assisting the Estimating Bid Administrator with bid coordination tasks and providing general office management support to keep the companys administrative operations running smoothly. The ideal candidate is a reliable, detail-oriented self-starter who is comfortable multitasking across two functional areas and representing the company professionally.

Key Responsibilities

Estimating Department Support

• Assist the Estimating Bid Administrator with maintaining the master bid schedule in Excel, tracking active bids, deadlines, addenda, and document updates.
• Download, organize, and distribute bid documents, plans, and specifications from portals, owner websites, and email.
• Help prepare and assemble bid proposals and submission packages in accordance with project requirements.
• Monitor bid portals and owner websites for new opportunities, addenda, and clarification updates.
• Assist with recording bid results and entering data into Excel and GoFormz tracking systems.
• Support the coordination of bid bond orders and insurance certificate requests ahead of submission deadlines.
• Calendar and coordinate weekly estimating meetings in Outlook; prepare and distribute meeting agendas.
• Maintain organized estimating department files, records, and bid documents in digital and physical formats.
• Step in as backup for the Estimating Bid Administrator during absences or peak bid periods.

Office Management Support

• Assist with answering and directing incoming phone calls in a professional and courteous manner.
• Coordinate lunch orders for the office, including placing orders, managing deliveries, and ensuring accuracy.
• Manage office supply inventory, placing orders as needed to keep the office consistently stocked.
• Assist with vendor communications, including scheduling service calls, following up on deliveries, and maintaining vendor contact information.
• Provide general administrative assistance to company staff and leadership as tasks and needs arise throughout the day.

Requirements

• Strong proficiency in Microsoft Excel, Word, and Outlook.
• Excellent attention to detail and accuracy across all work product.
• Well-organized with the ability to manage multiple tasks and priorities simultaneously.
• Professional written and verbal communication skills.
• Friendly, professional demeanor with the ability to represent the company positively.
• Dependable, proactive, and able to work independently with minimal supervision.
• Comfortable learning new software platforms and online portals.
• Prior administrative, office management, or construction industry experience is a plus.

Work Environment

• Full-time, in-office position at Montana Constructions corporate headquarters.
• Standard business hours, Monday through Friday, with occasional additional hours during peak bid periods.
• Collaborative environment with regular interaction across the estimating team, leadership, and office staff.
• Occasional travel for bid openings or document pickups.

Compensation & Benefits

• Competitive salary commensurate with experience.
• Comprehensive health, dental, and vision insurance.
• 401(k) with company matching.
• Paid time off and paid holidays.

Pre-Employment Requirements

• Background check required.
• Drug screening required.
• Valid drivers license required.

Montana Construction Inc. is an equal opportunity employer. This job description describes the general nature of the role and is not an exhaustive list of all responsibilities