Job Description

LHH Recruitment Solutions is seeking a proactive and detail-oriented contract to hire Estimating Administrator to support a dynamic pre-construction team. This individual will play a critical role in coordinating departmental operations, supporting estimators and project managers, and ensuring the timely and accurate management of bidding processes. Ideal candidates will have a strong administrative background, excellent organizational skills, and the ability to thrive in a fast-paced, deadline-driven environment.

Administrative & Operational Support

• Serve as a central point of contact for the estimating department across multiple office locations.
• Maintain departmental calendars, distribute bid opportunities, and manage shared inbox communications.
• Prepare and organize bid documents, reports, meeting minutes, and internal records in accordance with company standards.
• Assist in maintaining prequalification documentation, MWBE forms, and client-specific requirements.

Project Coordination & Bid Management

• Coordinate incoming Invitations to Bid (ITBs), and ensure all relevant documents are properly uploaded into project tracking systems.
• Support the estimating team with project startup tasks including job setup, document control, and coordination of plans and specifications.
• Collaborate with estimators to develop subcontractor bid lists and help track scope coverage.
• Assist in the compilation of proposal packages and presentations for internal and external stakeholders.

Communication & Client Interaction

• Respond to client inquiries regarding bid interest and project scheduling in coordination with estimating leadership.
• Maintain positive and professional relationships with subcontractors, vendors, and internal project teams.

Data Management & Reporting

• Track and update estimating reports and key performance metrics weekly.
• Monitor and report on bid deadlines to ensure timely submissions.
• Support accurate and consistent document retention, archiving, and access protocols.

Departmental Culture & Compliance

• Assist with the planning and execution of team meetings, events, and training sessions.
• Support compliance with company procedures and ensure adherence to documentation standards.

Qualifications

• Associate's or Bachelor’s degree in Business Administration, Construction Management, or a related field preferred (or equivalent experience).
• 3+ years of administrative experience, with at least 1 year in a construction or project-based environment preferred.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with project management and construction tools (Procore, PlanSwift, Bluebeam, or similar) is a plus.
• Strong verbal and written communication skills, organizational accuracy, and attention to detail.
• Ability to multitask and prioritize under tight deadlines.
• Knowledge of bidding processes, industry terminology, and construction project lifecycle is a plus.

Work Environment

• Full-time, Monday through Friday, onsite role in a professional office setting.
• May involve occasional travel or extended hours based on project deadlines or events.

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