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Administrative Assistant

Published September 8, 2023


Hourly; Non-Exempt; Full-Time


Fort Myers, FL


The Administrative Assistant is responsible for general office support and coordination of the Estimating Department. This position is tasked with assisting several sub-contractor compliance duties related to correspondence and participation of sub-contractors and a variety of clerical activities and related tasks as needed.


Core duties include but are not limited to the following:

  • Assist with solicitation for sub-contractor across all projects.
  • Assist Estimators with providing updated Sub-contractor List with phone numbers, emails, and contacts.
  • Assist Estimators with bid management tool (iSqFt).
  • Assist Estimators with pre-qualification of new sub-contractors.
  • Create and setup Job Project Numbers.
  • Assist Estimators with coverage in all divisions, making sure there are a minimum of three bidders. Call sub-contractors with outdated contact information.
  • Send invite reminders to sub-contractors through bid management tool (iSqFt).
  • Conduct follow-up phone calls, emails, and other communications for sub-contractor participation.
  • Issue addenda to sub-contractor on a timely basis and setup and distribute information to sub-contractors.
  • Issue Request for Information (RFI) to sub-contractors from Architect through Estimator.
  • Setup Project Folders as required.
  • Assist Estimator with final bid packages.
  • Setup folders within construction project management software (Autodesk Build) when ready to be delivered to the Operations Departments.
  • Manage and maintain deliverables schedule.
  • Record, transcribe and occasionally distribute minutes of Monday morning meetings.
  • Coordinate project-based work.
  • Any and all additional duties as reasonably assigned.

Supervisory Responsibilities

This position has no supervisory responsibilities.


  • High School Diploma or GED is required.
  • 1+ year of experience providing administrative or office management support is required.
  • 1+ year of experience with iSqFt is required.
  • 1+ year of experience with Autodesk Build is required.
  • Proficient with Microsoft Office (Outlook, Word, Excel and PowerPoint) is required.

Skills & Abilities

  • Highly organized with good time management skills.
  • Ability to multi-task and prioritize in order to meet tight deadlines.
  • Professional written and verbal communication skills.
  • Positive, inquisitive, proactive, and collaborative attitude with the ability to work well with all Company employees, customers, vendors, suppliers, and the general public.
  • Maintain professional internal and external relationships that meet the Company core values.
  • Build trust, communicate effectively, foster innovation, focus on the customer and solve problems creatively and demonstrate high integrity.


This position does not require travel.

Work Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. While performing the duties of this job, the employee is regularly sitting for long periods of time. Compliant with the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Employees have a duty of care for the health and safety of their co-workers, customers, and the general public. Careless reckless action will not be tolerated.