Estimating Assistant

Estimating Assistant
Job Type: Full-Time
Work Hours: Monday - Friday, 7:00 AM - 4:00 PM Pacific Time, with a 1-hour unpaid break.
Job Overview:
We are seeking a dependable and detail-oriented Estimating Assistant to support Advanced Framing Structures (AFS), a Southern California commercial rough-carpentry and wood-framing subcontractor. In this role, you will process bid invitations, download and organize project documents, maintain accurate bid records in HubSpot, and prepare plan files and overlays in PlanSwift. You will work closely with the estimating team to ensure bid opportunities, deadlines, and project documents are complete, organized, and ready for review. The ideal candidate has strong administrative processing skills, excellent attention to detail, and the ability to follow established procedures consistently. Construction experience is helpful but not required. This is an administrative support role, not an independent estimating, pricing, or decision-making position.
Key Responsibilities:
Bid Invitation Administration
Monitor assigned estimating email inboxes, bid portals, and other sources for new Invitations to Bid (ITBs).
Download bid invitations and related project documents, including plans, specifications, addenda, bid instructions, and available project information.
Enter or update bid opportunity information in HubSpot and other company tracking systems.
Record bid due dates, project names, General Contractor information, locations, and other required opportunity details.
Respond to bid invitations using approved company responses and direction from the estimating team.
Record whether AFS intends to bid, decline, or requires estimator review before responding.
Flag duplicate invitations, missing documents, unclear due dates, addenda, or other issues for estimator review.
Bid Document Organization
Create and maintain organized electronic bid folders using AFS naming and filing standards.
Save plans, specifications, addenda, bid forms, and other documents in the correct project folder.
Maintain current versions of documents and clearly identify revised or superseded plan sets when directed.
Notify the assigned estimator when new plans, addenda, or material bid documents are received.
Help maintain an accurate and easy-to-follow electronic record for each bid opportunity.
PlanSwift Support
Upload/import project plan sets into PlanSwift.
Organize and label plan pages so estimators can locate drawings efficiently.
Verify basic page orientation and plan-file completeness before handing the file to the estimator.
Set up plan overlays to compare revised drawings against prior plan versions using the company's established process.
Identify and flag apparent drawing changes shown by overlays for estimator review.
Do not independently determine the estimating, scope, cost, or schedule impact of drawing changes.
HubSpot / CRM Administration
Create and update bid opportunities, companies, contacts, due dates, stages, and activity information in HubSpot.
Maintain clean and consistent CRM records and avoid duplicate companies, contacts, or opportunities.
Update opportunity status based on direction from the estimating team.
Assist with routine CRM data cleanup, record maintenance, and reporting support as assigned.
HubSpot experience is preferred but not required, as training may be provided to candidates with strong administrative skills.
Estimating Team Support
Maintain bid calendars, trackers, and administrative task lists as assigned.
Assist estimators with locating, downloading, renaming, organizing, and distributing bid documents.
Perform routine data entry and document-preparation tasks related to estimating.
Follow up internally when information or direction is needed to complete an assigned administrative task.
Support other routine estimating administrative work consistent with the level and purpose of the position.
Required Qualifications
1-3 years of experience in administrative support, data entry, document control, CRM administration, accounts payable, construction administration, estimating support, or a similar role is preferred.
Strong attention to detail and the ability to maintain accuracy when handling repetitive tasks and high volumes of administrative information.
Excellent digital file management and organizational skills.
Proficiency in Microsoft Office or Microsoft 365 applications, particularly Outlook, Teams, and Excel.
Experience downloading, uploading, renaming, organizing, and managing digital documents, especially large PDF files.
Good written English and the ability to prepare concise, professional emails and communicate clearly with a U.S.-based team.
Ability to follow written instructions, established procedures, checklists, and naming conventions consistently.
Good judgment in identifying missing information, conflicting dates, duplicate records, revised documents, and other discrepancies.
Ability to verify information, check work for errors, and use organized systems to maintain accuracy rather than relying solely on memory.
Willingness to ask questions and escalate unclear instructions rather than guess or make unsupported assumptions.
Ability to learn new software and workflows quickly and demonstrate tasks through screen sharing when required.
Dependable, coachable, and comfortable performing repetitive, process-driven administrative work.
Ability to work independently within clearly defined responsibilities and maintain reliable follow-through on assigned tasks.
Reliable computer, internet connection, and a suitable professional remote-work environment.
Ability to work the confirmed schedule aligned with AFS's Southern California operations.
Preferred Qualifications
Experience with PlanSwift; familiarity with Bluebeam or similar PDF and plan-document software is an advantage.
Experience with HubSpot or another CRM platform.
Previous experience in construction administration, estimating support, bid coordination, or document control.
Familiarity with construction plans, specifications, bid invitations, addenda, and general construction terminology.
Experience using trackers, checklists, and standardized filing systems to maintain accurate records and prevent errors.
Note: PlanSwift and HubSpot experience is preferred but not required.
Working Conditions
This position focuses on administrative processing, document management, CRM maintenance, and plan preparation to support the estimating team.
The employee will not make independent bid/no-bid decisions or determine which project scope should be included or excluded.
Establishing labor, material, equipment, subcontractor, markup, or final bid pricing is outside the scope of this role.
Independent final quantity takeoffs, estimating approvals, pricing negotiations, and contract decisions are not part of the position.
The employee must not submit final proposals or make commitments on behalf of AFS without authorization.
Plan overlays are prepared to help identify drawing revisions. Determining their scope, cost, or scheduling impact is the responsibility of the estimator.
Missing documents, conflicting information, unclear instructions, and unusual requests must be escalated to the assigned estimator or estimating leader.
The employee is expected to maintain organized records, follow established procedures, and communicate progress or issues promptly to the estimating team.
Note: An NBI or police clearance will be required upon acceptance of the job offer.

Work arrangement
Yes