Responsibilities:

• Prepare and edit correspondence, reports, and job proposals to customers and vendors.
• Format, proofread, and compile construction documents and bid packages for submission.
• Organize and maintain both digital and physical filing systems, including submitting permits when required.
• Track certifications, insurance, and compliance paperwork for vendors and subcontractors.
• Support inventory operations by entering, posting, and verifying inventory transactions.
• Order materials for jobs as needed and respond to incoming administrative or customer service requests.
• Collaborate with project managers and estimators to ensure timely and accurate submission of bids.
• Assist with cost tracking, data entry, and report generation related to project estimates and job costing.

Requirements:

• Associate’s or Bachelor’s degree in Business Administration, Construction Management, or a related field (preferred).
• 2+ years of administrative experience, preferably within the construction or HVAC industry.
• Experience supporting estimating, pricing, or job costing functions.
• Proficiency in Microsoft Office Suite — especially Excel (advanced functions such as formulas, pivot tables, and data analysis preferred).
• Strong organizational, written, and verbal communication skills.
• High attention to detail, accuracy, and confidentiality.
• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
• Comfortable working independently and collaboratively with cross-functional teams.