Architectural Assistant

An established client is seeking a detail-oriented Architectural Assistant to join their team remotely, supporting estimating, bidding, project coordination, and documentation for commercial casework and millwork projects. This role goes beyond administrative tasks, involving active participation throughout the bidding lifecycle—from reviewing invitations to bid, coordinating estimates, preparing proposals, tracking submissions, to assisting with project handoffs once bids are awarded. Candidates with hands-on Bluebeam experience and familiarity with construction documentation, estimating support, or bid coordination will thrive in this fast-paced, deadline-driven environment working U.S. EST/CST business hours.

Key Responsibilities

- Review incoming Invitations to Bid (ITBs) and assess project scope, location, and relevance.
- Organize and maintain drawings, specifications, bid documents, and project files using tools such as Notion, Google Drive, and internal systems to ensure accuracy and accessibility.
- Coordinate with estimators, takeoff specialists, and external partners to assign projects, monitor progress, and track bid deadlines.
- Proactively follow up on outstanding deliverables, clarify scope details, and identify missing documentation to maintain visibility across active bids.
- Utilize Bluebeam to review construction drawings and project documents, supporting estimating and takeoff workflows while identifying documentation gaps.
- Prepare professional client-facing proposals by reviewing estimates for accuracy, formatting documents in Microsoft Word and PDF, and submitting bids via BuildingConnected and other contractor portals.
- Track bid status by maintaining organized records of submitted, pending, awarded, and lost bids, and follow up with General Contractors for updates and feedback.
- Coordinate post-award activities including internal project handoffs, notifying accounting of deposits, updating project status, and communicating next steps to stakeholders to ensure a smooth transition from estimating to execution.

Required Qualifications

- 1–3 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 communication skills in English.
- High attention to detail and commitment to documentation accuracy.
- Ability to work remotely during EST/CST U.S. business hours.
- Highly organized, process-driven, proactive, and comfortable working independently with ownership mentality.

Preferred Qualifications and Benefits

- Experience with commercial millwork or casework projects.
- Familiarity with Notion, BuildingConnected, Adobe tools, construction drawings and specifications.
- Knowledge of takeoffs, estimating workflows, bid management systems, and communication with General Contractors and external estimating teams.
- Opportunity to work fully remote with structured workflows.
- Exposure to commercial construction and millwork projects with high ownership across estimating and bidding 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 build deeper expertise in construction estimating, bid management, Bluebeam, project coordination, and construction operations. The ideal candidate is highly organized, deadline-driven, and thrives in managing multiple bids simultaneously while maintaining accuracy and clear communication.

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

If you have hands-on Bluebeam experience, understand construction drawings and bid workflows, and are ready to take ownership of coordinating estimates and submissions, this position is an excellent fit. Apply now to contribute to keeping commercial estimating and bidding projects accurate, organized, and on schedule.