Estimating Assistant - Entry Level Office Admin

Job Description

The Estimating Department Administrative Coordinator is responsible for ensuring exceptional support to the Estimating Department by accurately and efficiently processing Requests for Quotes (RFQs) submitted by the Sales team. This role involves project assignment, interdepartmental coordination, data entry, and administrative support. The coordinator is a key liaison, ensuring smooth communication between departments and maintaining the integrity of project records and workflow.

As a faith-based organization rooted in biblical principles, we strive to reflect these values in our work, relationships, and decision-making. We expect all associates to learn, embrace, and actively model our core values through their actions, choices, and collaboration with others. This commitment is essential to sustaining our culture and achieving shared success.

This job description does not describe all activities, duties, responsibilities, or physical demands that are required of the employee for this job. Likewise, the work environment described is merely representative. Duties, responsibilities, activities, physical demands, and work environment may change at any time with or without notice.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Process incoming RFQs from Sales via email and Microsoft Teams, ensuring accuracy and timely entry into the system.

Assign projects to appropriate estimators using the company’s ERP system (EPICOR), entering complete and accurate customer and project information.

Download project drawings and documents from FTP sites and client portals.

Prepare a variety of documents, including quotes, sales orders, memos, reports, and correspondence using Microsoft Office Suite and ERP software.

Organize and manage digital and physical files to support departmental workflow and compliance standards.

Read and analyze incoming documentation such as drawings, memos, and reports to determine next steps and distribution.

Monitor the Dodge Construction Network for relevant environmental project opportunities.

Collaborate with Specialty and Architectural departments on shared initiatives and project needs.

Maintain a proactive approach to learning and understanding different estimating segments and processes.

Provide excellent service to both internal and external stakeholders through clear communication and follow-through.

Participate in the preparation of records such as meeting agendas, minutes, and internal reports.

Demonstrate effective problem-solving, time management, and organizational skills.

Perform additional administrative duties and support tasks as assigned by the supervisor.

QUALIFICATIONS & EXPERIENCE:

High School diploma or equivalent required; Associate degree in a related field is a plus.

At least 1 year of experience in an administrative or construction-related role preferred.

Strong written and verbal communication skills with a high level of attention to detail.

Excellent organizational and interpersonal skills; ability to work independently and as part of a team.

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) and the ability to learn new software platforms.

Experience with ERP systems (preferably EPICOR).

Familiarity with industries such as construction, metal fabrication, or manufacturing is highly preferred.

WORK ENVIRONMENT:

This is a primarily office-based role that may require occasional visits to the production floor. Use of Personal Protective Equipment (PPE) is mandatory when entering production areas. The role requires prolonged periods of sitting, computer use, and navigating stairways.

EEO STATEMENT: Our company provides equal employment opportunities to all applicants without regard to race, color, religion, gender, national origin, age, disability, veteran status, or any other characteristic or status protected under local, state, or federal laws.

Full-time