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Office Administrator and Estimating Assistant

Office Administrator and Estimating Assistant

PosillicoAustin, TX, US
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Posillico Is Building for Generations

Posillico is a multi-disciplined and diversified construction company. Along with our Civil / foundation group, Posillico's business units include Wastewater Division, Environmental Division, Utilities Division, Drilling Division, Paving Division, Posillico Consulting LLC, Posillico Developmental LLC, and Posillico Materials, LLC. These companies give Posillico the unequalled, leveraged experience required to complete complex structural and geotechnical projects successfully.

Posillico empowers a "people first, think safety" culture throughout our organization. This "people first" culture has helped to promote and maintain an excellent record of accomplishment. Posillico has an exceptional safety program coupled with proactive employees throughout its management and union staff. We offer all employees an excellent opportunity to be part of our developing business at Posillico, as we set the standards for excellence in the construction industry with our integrated solutions.

Our company mission is to complete all our projects safely, on time, on target and on budget while having a positive impact in the community.

Responsibilities

The Office Administrator and Estimating Assistant is responsible to support daily operations and assist with project estimating. This hybrid role combines administrative responsibilities with estimating support to ensure smooth office operations and accurate project bidding. The ideal candidate will be highly organized, a strong communicator, and comfortable managing multiple priorities in a fast-paced environment.

Office Administration

  • Answer telephone / inquiries and route messages to staff.
  • Manage daily office operations, including scheduling, correspondence, and recordkeeping.
  • Maintain electronic and physical filing systems.
  • Coordinate meetings, special events, prepare agendas, and take minutes when needed.
  • Support HR functions including onboarding and preparing office spaces for new hires.
  • Assist with accounts payable / receivable, invoicing, and expense tracking.
  • Will be the point of contact for office visitors, deliveries, etc.
  • Manage the supply needs and maintenance for a professional office of 20+ employees.
  • Manage office access, including key cards, security codes, and visitor logs.
  • Oversee workplace safety communications, including emergency procedures, and fire drill coordination.

Estimating Support

  • Assist estimators with gathering project documents, drawings, and specifications.
  • Prepare bid documents, proposals, and cost breakdowns under the direction of the estimating team.
  • Track bid opportunities, deadlines, and submissions.
  • Communicate with vendors and subcontractors to request pricing and update bid databases.
  • Maintain estimating files and assist with data entry into estimating software.
  • Compose and / or edit letters, memos, reports, etc., as required.
  • Procure and track both paper and digital documents for bidding and construction.
  • Support administrator and staff in the preparation of proposals and bids.
  • Support office and department with various scheduling functions.
  • Support staff with vendor and subcontractor solicitations.
  • Interface with clients and perspective clients on a variety of bid and proposal related matters.
  • Organize bid documents and fill out required paperwork for bids.
  • Obtain insurance and bonding paperwork for bids.

    • Qualifications

    The qualifications for this position include :

  • 2 or 4 year degree in business or administration or similar practical administrative experience in the construction industry will also be acceptable.
  • Active Texas Notary Public Commission (or willingness to obtain).
  • Strong Microsoft Excel, Word, and PowerPoint skills are required.
  • Familiarity with SalesForce, Viewpoint or other cloud-based sales solutions would be beneficial.
  • Must possess strong attention to detail and organization.
  • Working knowledge of general office procedures.
  • Strong verbal and written communication / interpersonal skills.
  • Must be able to multi-task and prioritize in a fast-paced environment and be able to adapt easily to frequently changing projects.
  • Must have good time management skills and understand the deadline-oriented nature of the estimating department.
  • Must be able to navigate internet-based client procurement systems.
  • Proficient research and communication skills are essential.

    • Reports to : Regional Director and Estimating Manager

    Location : Austin, Texas Office

    Business Unit : Texas

    Equal Employment Opportunity

    Posillico Civil, Inc. is committed to maintaining a working environment that promotes teamwork and that is free of any and all forms of unlawful discrimination and harassment. Accordingly, all of its employment-related activities will be administered without regard to race, color, religion, sex, national origin, age, disability, veteran and military status, marital status, personal appearance, sexual orientation, family responsibilities, domestic violence victim status, matriculation, political affiliation, genetic information, predisposing genetic characteristics or other legally protected personal characteristic.

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    Office Administrator • Austin, TX, US