Estimating Administrator

We are a fast-paced, growing construction company that delivers safety, quality, and on-time work, specializing in heavy civil construction that includes earthwork, concrete work, steel erection and more. Spencer Construction is looking for highly organized, self-motivated people, with working knowledge and skills in the position applying to.

The Estimating Administrator provides administrative support and coordination for the estimating team.

his role is essential to the success of our estimating process. By managing all bid documentation, correspondence, and schedules with precision, the Estimating Administrator ensures a seamless workflow and drives efficiency across the team. This position requires exceptional communication, organization, and multitasking skills to excel in a fast-paced, deadline-driven environment.

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Key Responsibilities

• Receive and organize invitations to bid, drawings, and specifications; ensure all files are distributed and stored accurately.
• Track bid schedules and maintain the estimating calendar with upcoming opportunities, site visits, and due dates.
• Prepare and format letters, spreadsheets, and proposal documents for submission.
• Assist in issuing bid invitations to subcontractors and suppliers; monitor responses and maintain coverage logs.
• Maintain accurate contact databases for subcontractors, vendors, and clients.
• Coordinate printing, plan downloads, and addenda distribution.
• Organize pre-bid meetings, internal estimate reviews, and related documentation.
• Proofread estimates, proposals, and correspondence for accuracy, clarity, and consistency.
• Manage incoming and outgoing communications for the estimating team, including emails and phone inquiries.
• Support compliance submittals (licenses, insurance certificates, forms, bonding information, etc.) for bid packages.
• Update project records following bid submission and assist in filing and archiving bid results.
• Maintain organized digital and physical filing systems for estimating documents and records.
• Prepare meeting agendas, take notes, and distribute action items for estimating-related meetings.
• Monitor and manage incoming requests to ensure timely responses and prioritization.
• Assist with onboarding and training materials for new team members in the estimating department.
• Ensure compliance with internal administrative processes and document control standards.
• Support special projects and process improvements within the estimating team as needed.

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Preferred Attributes

• Familiarity with construction terminology, bid processes, and contract documentation.
• Ability to anticipate team needs and take initiative to maintain workflow.
•  Detail-oriented mindset with a strong sense of ownership over deliverables.
• Collaborative approach—supports estimators, engineers, and leadership to ensure bid success.

Benefits:

• Medical
• Dental
• Vision
• 401k with employer match 

EEO poster

Spencer Construction is an Equal Opportunity Employer. Spencer Construction does not discriminate on the basis of race, religion, color, sex, gender, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need