Architectural Assistant

Pavago is seeking a highly organized Architectural Assistant to join a remote team supporting commercial casework and millwork projects. This full-time role operates during EST/CST U.S. business hours and involves active participation throughout the estimating and bidding lifecycle. The ideal candidate will manage bid invitations, coordinate estimates, prepare proposals, track submissions, and assist with project handoffs. This position requires hands-on experience with Bluebeam and familiarity with construction documentation, bid coordination, and estimating support. The role demands strong multitasking skills and the ability to maintain accuracy under tight deadlines.

Key Responsibilities

- Review incoming Invitations to Bid (ITBs), assess project scope, location, and relevance.
- Organize and maintain drawings, specifications, bid documents, and project files using tools like Notion, Google Drive, and internal systems.
- Coordinate with estimators, takeoff specialists, and external partners to assign projects and monitor estimating progress.
- Track bid deadlines, submission requirements, and proactively follow up on outstanding deliverables.
- Use Bluebeam to review construction drawings and project documents, supporting estimating and takeoff workflows.
- Identify documentation gaps and ensure accurate drawing and document records.
- Prepare professional client-facing proposals by reviewing estimates for completeness and formatting them using Microsoft Word and PDF tools.
- Submit bids through BuildingConnected, contractor portals, and project management systems, verifying all required documentation.
- Follow up with General Contractors regarding bid status, pending decisions, awarded projects, and feedback on lost bids.
- Maintain organized tracking of submitted bids, pending opportunities, awarded projects, rejected bids, contractor communications, and project outcomes.
- Coordinate internal project handoffs post-award, notify accounting of deposits, update project statuses, and communicate next steps to stakeholders to ensure smooth transitions from estimating to execution.

Required Qualifications

- 1 to 3 years of experience in estimating support, construction administration, project coordination, architectural support, or bid coordination.
- Hands-on experience with Bluebeam is mandatory.
- Proficiency with construction or architectural documentation.
- Strong skills in Google Drive, Microsoft Word, and Microsoft Excel.
- Ability to manage multiple bids and deadlines simultaneously.
- Excellent written and verbal English communication.
- Exceptional attention to detail and documentation accuracy.
- Ability to work remotely during EST/CST business hours.
- Highly organized, process-driven, and proactive in managing follow-ups and deadlines.
- Comfortable working independently and taking ownership of tasks without constant direction.

Preferred Qualifications and Benefits

- Experience with commercial millwork or casework projects.
- Familiarity with Notion, BuildingConnected, Adobe tools, and bid management systems.
- Knowledge of construction drawings, specifications, takeoffs, and estimating workflows.
- Experience communicating with General Contractors and external estimating teams.
- Opportunity to work fully remotely within structured workflows.
- Exposure to commercial construction estimating, bid management, project coordination, and construction operations.
- Career growth potential into roles such as Estimating Coordinator, Bid Coordinator, Project Coordinator, Construction Operations, or Estimator.

This role offers a unique chance to engage deeply with commercial construction and millwork projects, providing high ownership across estimating and bidding operations. The successful candidate will help keep the estimating and bidding process organized, accurate, and on schedule from initial bid invitation through project award.

Interview Process

The selection process includes an initial screening call, a Spark Hire introductory video, recruiter and client interviews, followed by an offer and onboarding.

If you have hands-on Bluebeam experience, understand construction drawings and bid workflows, are highly organized, and can manage multiple estimates and submissions simultaneously while taking ownership of follow-ups and documentation, this position is an excellent fit. Apply now to contribute to the success of commercial estimating and bidding projects in a fully remote environment.