Architectural Assistant

About this role

Requirements
Architectural Assistant – Estimating, Bidding & Construction Coordination | Remote
Position Type: Full-Time, Remote
Working Hours: EST/CST U.S. Business Hours
About the Role
At Pavago, one of our clients is hiring a highly organized Architectural Assistant to support estimating, bidding, project coordination, and documentation for commercial casework and millwork projects.
This is not a basic administrative role. You’ll be directly involved in the bidding lifecycle—from reviewing invitations to bid and coordinating estimates to preparing proposals, tracking submissions, and supporting awarded-project handoffs.
If you have experience with Bluebeam, construction documentation, estimating support, or bid coordination and are comfortable managing multiple deadlines, this role is a strong fit.
What You’ll Own
Bid Qualification & Project Organization

• Review incoming Invitations to Bid (ITBs)

• Assess project scope, location, fit, and relevance

• Organize drawings, specifications, bid documents, and project files

• Maintain structured records in Notion, Google Drive, and internal systems

• Ensure project information remains accurate, accessible, and current

Estimating & Bid Coordination
Work closely with internal and external estimating resources to keep bids moving.
You’ll:

• Coordinate with estimators, takeoff specialists, and estimating partners

• Assign projects and monitor estimating progress

• Track bid deadlines and submission requirements

• Follow up proactively on outstanding deliverables

• Clarify scope details and identify missing documentation

• Maintain visibility across active bids and deadlines

Bluebeam & Construction Documentation

• Use Bluebeam to review construction drawings and project documents

• Navigate plans, specifications, and relevant bid information

• Support estimating and takeoff workflows

• Identify documentation gaps or unclear project requirements

• Maintain accurate drawing and document records

Hands-on Bluebeam experience is required.
Proposal Preparation & Bid Submission

• Review completed estimates for accuracy and completeness

• Convert estimates into professional client-facing proposals

• Format proposals using Microsoft Word and PDF tools

• Submit bids through BuildingConnected, contractor portals, and project management systems

• Verify all required documentation before submission

• Ensure bids are submitted accurately and on time

Bid Tracking & Contractor Follow-Up
Follow up with General Contractors regarding:

• Bid status

• Pending decisions

• Awarded projects

• Lost bids and feedback

Maintain organized tracking of:

• Submitted bids

• Pending opportunities

• Awarded projects

• Rejected/lost bids

• Contractor communication

• Project outcomes

Provide clear reporting visibility to internal stakeholders.
Post-Award Coordination
Once a project is awarded:

• Coordinate the internal project handoff

• Notify accounting of deposits and relevant project details

• Organize awarded-project documentation

• Update project status across internal systems

• Communicate scheduling and next steps to relevant stakeholders

• Ensure a smooth transition from estimating to execution

What Makes You a Strong Fit
You are:

• Highly organized and process-driven

• Detail-oriented with construction documentation

• Comfortable managing multiple bids simultaneously

• Proactive with follow-ups and deadlines

• Confident communicating with estimators and contractors

• Calm under pressure when deadlines overlap

• Comfortable working independently

• Someone who takes ownership rather than waiting for direction

Required Experience & Skills
Must-Have

•
1–3 years of experience in one or more of the following:

• Estimating support

• Construction administration

• Project coordination

• Architectural support

• Bid coordination

• Hands-on Bluebeam experience – required

• Experience working with construction or architectural documentation

• Strong proficiency with:

• Google Drive

• Microsoft Word

• Microsoft Excel

• Ability to manage multiple bids and deadlines simultaneously

• Excellent written and verbal English

• Strong attention to detail and documentation accuracy

• Ability to work remotely during EST/CST business hours

Nice to Have
Experience with:

• Commercial millwork or casework

• Notion

• BuildingConnected

• Adobe tools

• Construction drawings and specifications

• Takeoffs and estimating workflows

• Bid management systems

• General Contractor communication

• External estimating teams

What a Typical Day Looks Like
You might:

• Review new bid invitations and determine project fit

• Organize drawings, specifications, and project files

• Review documentation in Bluebeam

• Assign projects to estimators and monitor deadlines

• Follow up on outstanding estimates

• Prepare and format proposals

• Submit completed bids through contractor portals

• Follow up with General Contractors on bid decisions

• Update awarded, pending, and lost bid records

• Coordinate internal handoffs for newly awarded projects

In short: You keep the estimating and bidding process organized, accurate, and moving—from the initial bid invitation through project award.
Key Metrics for Success

• On-time bid submission rate

• Accuracy and completeness of proposals

• Minimal missed deadlines or submission errors

• Organization and accuracy of project documentation

• Consistent contractor and estimator follow-up

• Accurate tracking of awarded, pending, and lost bids

• Smooth post-award project handoffs

Why This Role Stands Out

• Work directly on commercial construction and millwork projects

• High ownership across estimating and bidding operations

• Direct exposure to contractors and estimating teams

• Build deeper experience in:

• Construction estimating

• Bid management

• Bluebeam

• Project coordination

• Construction operations

• Fully remote environment with structured workflows

• Growth opportunities…