Architectural Assistant

Role Summary

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.

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

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

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 into

• Estimating Coordinator
• Bid Coordinator
• Project Coordinator
• Construction Operations
• Estimator

If you

• Have hands-on Bluebeam experience
• Understand construction drawings and bid workflows
• Are highly organized and deadline-driven
• Can coordinate multiple estimates and submissions simultaneously
• Take ownership of follow-ups and documentation

We’d love to hear from you.

Apply now and help keep commercial estimating and bidding projects accurate, organized, and on schedule.

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Responsibilities

• 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

Requirements

• Architectural Assistant – Estimating, Bidding & Construction Coordination | Remote
• Position Type: Full-Time, Remote
• Working Hours: EST/CST U.S. Business Hours
• 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

About the Company

Work directly with leadership in a highly visible role.

Operate at the forefront of AI, marketing, and automation.

Gain exposure across content, growth, outreach, events, and operations.

Significant ownership and creative freedom.

Opportunity to build systems that directly impact business growth.

Fully remote work environment.

Additional Information

• Initial Screening Call
• Spark Hire Intro Video
• Recruiter Interview
• Client Interview
• Offer & Onboarding
• Apply Now