Administrative Assistant, Construction Estimating

Job title: Administrative Assistant, Construction Estimating

About the Role This position provides general administrative support to the construction estimating group in Honolulu. The role focuses on tracking and managing RFPs, scheduling meetings and site walks, preparing bid documents and bonds, and maintaining contract files. It also supports reporting and coordination to ensure timely proposal submissions.

What You'll Do

• RFP Tracking: Maintain a log of all RFP information for construction contracts in SharePoint; update project name, proposal due date, estimator, site visit dates, and amendment dates; monitor status (won, lost, postponed, canceled) and total contract dollars; track competitors; refresh the log multiple times daily.
• Scheduling: For all RFPs, send calendar invites to designated team members; set response due times 30 minutes prior to actual submission; ensure proposals have upper-management approval before submission.
• Managing RFPs: Distribute RFPs to team members, store documents on the server, upload RFP and amendment files to the internal server; create SmartBid project and upload all necessary files; process pass requests for site visits and coordinate with subcontractors to gather information.
• Bid Bond: Prepare bid bond forms with RFP details (performance period, liquidated damages, proposal due date); forward to Bonding Agent; route for signature and corporate seal; scan and save; deliver original to contracting officer and submit electronic copy; ensure all bid bonds are received before due date; provide information for Bondability Letters for NAVFAC Northwest projects.
• Proposal Submission: Prepare cover letter and price schedule; request and verify technical narrative documentation from subcontractors; review with management and estimator; submit final packages by email, mail, or hand-delivery; ensure out-of-state proposals are mailed with enough time for handwritten final prices/dates; emailed proposals must be received by the contracting officer before the due date.
• Office Errands: Deliver bid bonds, proposals, pass requests, and submittals; pick up RFP CDs and office supplies; mail packages via FedEx or post office.

What We're Looking For

• Five years of experience in accounting or business administration.
• Two to five years of experience in construction project administration, estimating, subcontracting, and contracting systems (preferred).
• Strong command of Microsoft Office (Word, Excel, and Access).
• Experience providing administrative support on U.S. Government construction contracts (preferred).
• Excellent verbal and written communication skills; ability to prioritize tasks and meet multiple deadlines; reliable and able to work well in a team; critical thinker and good listener; strong administrative skills.
• A valid driver's license and a clean driving record.
• Interpersonal skills to interact effectively with project operations teams, co-workers, vendors, and clients; commitment to merit-based hiring.

Compensation & Benefits

• Salary and benefits are not specified in the posting.