[Hiring] Architectural Assistant @Pavago

Role Description

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.

What You’ll Own

• 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
  • 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
• 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
  • 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

Qualifications

• 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
• Strong proficiency with:
  • Google Drive
  • Microsoft Word
  • Microsoft Excel
• Excellent written and verbal English
• Strong attention to detail and documentation accuracy
• Ability to work remotely during EST/CST business hours

Requirements

• 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

Nice to Have

• 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

• 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

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

Interview Process

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

Apply Now

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