Estimating Team Administrator

Job Title: Estimating Team Administrator – HVAC

Position Summary
The Estimating Team Administrator supports the HVAC estimating department by coordinating administrative functions, maintaining documentation, and ensuring the estimating process runs efficiently from bid intake through proposal submission. This role serves as a key liaison between estimators, project managers, vendors, and internal departments to help ensure timely, accurate, and organized bid preparation.

Key Responsibilities:

Administrative & Coordination Support

• Provide day-to-day administrative support to the estimating team


• Track incoming bid opportunities and maintain the bid calendar


• Manage estimating email inboxes for incoming bid requests and vendor/sub proposals


• Coordinate bid schedules, meetings, and deadlines


• Assist with preparing bid packages, proposals, and supporting documentation

Documentation & Data Management

• Maintain electronic and physical bid files in an organized and audit-ready format


• Enter and update project information in estimating software and internal systems


• Set up each bid in HubSpot CRM software and create estimate folder with all supporting documentation from RFP (Drawings/Bid Forms etc.)


• Track addenda, drawings, specifications, and revisions to ensure estimators are working from current documents


• Archive completed bids and maintain historical cost and project records

Vendor & Internal Communication

• Request quotes from subcontractors and suppliers and track responses


• Follow up with vendors to ensure pricing is received on time


• Distribute bid documents and updates to internal stakeholders


• Support communication between estimating, operations, and project management teams

Reporting & Process Support

• Generate reports on bid activity, hit ratios, and workload tracking


• Assist in developing and maintaining estimating templates and standardized processes


• Identify opportunities to improve administrative workflows and data accuracy

Qualifications

• 2+ years of administrative experience, preferably in construction, HVAC, or estimating support


• Strong organizational and time-management skills with the ability to manage multiple deadlines


• Proficiency in Microsoft Office (Excel, Word, Outlook) and document management systems


• Experience with construction or estimating software preferred


• Strong attention to detail and accuracy


• Effective written and verbal communication skills

Preferred Skills

• Familiarity with HVAC terminology, drawings, or construction bid processes


• Ability to read and organize project plans and specifications


• Experience coordinating subcontractor or vendor communications

Work Environment

• Office-based role with regular collaboration with estimators and operations staff


• May involve occasional deadline-driven workload tied to bid submissions