Administrative Assistant – Estimating Department bei Charlotte Mechanical, LLC

Description

Administrative Assistant – Estimating Department

Reports to: Estimating Manager
Location: Charlotte Mechanical – This is not a remote or hybrid position

What You'll Be Doing

As the Administrative Assistant for our Estimating (aka Preconstruction) team, you’ll be the go-to person keeping everything organized behind the scenes. You’ll help us stay on top of project bids, manage our digital files, and keep the team’s schedule on track. This role lets our estimators stay focused on pricing jobs and helping customers—while you make sure the details don’t fall through the cracks.

Day-to-Day Tasks

• Keep track of incoming bid requests and update the team calendar so we never miss a deadline.
• Use Building Connected (a platform we’ll train you on) to download, upload, and manage project files.
• Get project info from other platforms (like Procore or emailed invites) and organize everything in one place.
• Help estimators stay focused by handling the admin side of projects.
• Follow  up on questions, docs, or anything else the team needs to keep projects moving.
• Create spreadsheets, format bid documents, and help prep reports.
• Handle general admin tasks like emails, scheduling, and file management.

Requirements

? What We’re Looking For

• You’re confident using Outlook and writing clear, professional emails.
• You’ve got solid time management and organization skills—keeping things on track is your jam.
• You’re comfortable with Excel—bonus if you can build tracking spreadsheets.
• You’ve either worked with Building Connected or are open to learning new tools.
• You’re a good communicator, both in writing and talking with people.
• You catch small details others miss and stay calm juggling multiple tasks.
• High school diploma required; college classes or degree is a plus.

Bonus Points If You...

• Have worked in construction, estimating, or admin support before.
• Want to learn and grow your career in preconstruction.
• Bring a great attitude and love working as part of a team.

Perks & Benefits

• Medical, Dental, Vision, and Disability Insurance
• 401(k) Retirement Plan
• Paid Vacation + Paid Holidays
• A supportive team that’s rooting for your success

Other Important Stuff

• You’ll need to pass a pre-employment drug screening
• A clean criminal background is required