Estimating Assistant

POSITION SUMMARY

This position is accountable for providing administrative support to the Estimating department. Compiles and maintains records of business transactions. The incumbent handles clerical tasks within the department. This role also provides front-desk reception coverage and keeps shared office areas presentable.

The incumbent must support the guiding beliefs and core values of Orion, which are centered on Quality, Safety and Production (each of equal weight and importance) but, most importantly, with each built upon the all-important foundation of Integrity.

SPECIFIC RESPONSIBILITIES 

• Reviews all invitation to bid (ITB) emails, determines if project meets bidding criteria, and replies to GC accordingly.
• Sets up and maintains project estimate folders.
• Sets up and maintains projects bidding in the Estimating Calendar on Building Connected.
• Assists estimators assigned to projects by performing routine daily administrative tasks.
• Adds project to the Building Connected Bid Schedule, notify estimators, and maintain updates.
• Monitors Projects, through GC’s website and emails, for addendums, RFI’s, etc.
• Updates calendar, Project folder and Salesforce accordingly.
• Updates information regarding completed proposals from InEight to Salesforce.
• Processes and sells job in Salesforce, sets up project in Salesforce and sends notification email when completed for all sold jobs.
• Supplies various project information to upper management as needed for reporting purposes.
• Sets up and maintains relevant databases for record keeping, tracking, and reporting purposes.
• Compiles, downloads, copies and prints such as plans, records and reports, as needed.
• Management of information in Salesforce by logging in estimates, drawings and clients (owner and GC) information.
• Enters and retrieves data from files or computer systems as needed.
• Provides reception coverage at the front desk of the assigned office location.
• Keeps conference rooms and the lobby area clutter-free and presentable. 

EMPLOYEE SAFETY AND COMPLIANCE

• Responsible and accountable for incumbent’s own personal safety.
• Responsible and accountable for the safety of all co-workers and any others incumbent comes in contact with.
• Authorized and obligated to stop work on any task or series of tasks whenever an unsafe condition or situation is anticipated or is observed.
• Complies with all applicable laws, regulations and Company policies and procedures, and is subject to appropriate disciplinary action (including dismissal) for failure to do so.
• Reports any and all violations of applicable laws, regulations or Company policies and procedures promptly, and is subject to appropriate disciplinary action (including dismissal) for failure to do so.
• Performs other related administrative and technical duties as may be assigned or requested by immediate supervision (such as certification training, safety training, procedure review, etc.).
• All employees, current and former, must maintain confidentiality by not disclosing to others any confidential, proprietary or trade secret information belonging to the Company. 

POSITION COMPETENCIES

• Business Acumen (Business Awareness, Knowledge): Showcases knowledgeable and understanding of business operations and functions, and the ability to align goals to support the business.
• Change Management (Change Readiness, Conflict Management): Demonstrates support for innovation to improve effectiveness; Initiate, sponsor, and implement organizational change.
• Collaboration (Relationships, Team Interface): Establishes constructive relationship with clients and other work units to meet mutual goals and objectives of the company.
• Communication (Verbal, Written): Utilizes verbal and written communication skills to express oneself clearly in conversations and interactions with others.
• Managing Work (Initiative, Productivity, Results Orientation): Shows ability to plan, schedule, direct work of self and others, and provide follow up to ensure quality standards.
• Problem Solving (Analytical, Creative): Makes sound, well-informed and objective decisions.
• Safety Orientation (Safe Work Philosophy): Demonstrates responsibility and accountability for their own personal safety and the safety of co-workers and others; applies safe work practices in the performance of assigned tasks.      

JOB SPECIFIC COMPETENCIES

• Customer Focus: Shows interest in and understanding of the needs and expectations of internal and external customers.
• Professionalism: Expresses high level of skills, ethics and behavior; including practical understanding of workplace standards.
• Work Standard: Sets high standards and well-defined goals; displays high level of effort and commitment towards completing assignments with minimal supervision. 

POSITION REQUIREMENTS

A Minimum of (3) years administrative experience performing clerical tasks. Related experience and/or training or equivalent combination of education and experience required. High School diploma or General Education Diploma (GED) is required. Associates Degree is preferred.

In addition, the incumbent must have: 

• Excellent computer skills including Microsoft Office Suite (Excel, Word, PowerPoint, Access), Adobe, and Outlook
• Ability to learn new software systems including BuildingConnected, InEight, and Salesforce
• Excellent written and verbal communication skills
• Ability to multitask, work on several projects at a time, and meet tight deadlines
• Outstanding organizational and follow-up skills with strong attention to detail and accuracy
• Ability to work independently and as part of a team
• Ability to maintain confidentiality of highly sensitive information 

The Company expects and requires incumbent and each of its other employees to observe and fulfill the above and all other safety responsibilities and actively work toward maintaining a safe workplace.  Failure to do so can result in disciplinary action, up to and including termination of employment.

The incumbent must be able to perform the essential functions of the job with or without reasonable workplace accommodation. 

The individual must also be able to wear and properly utilize appropriate personal protective equipment (PPE) to work or visit within areas where it is required.  This includes hard hat, safety glasses, respirators, ear plugs, steel toed shoes, or other protective equipment as required by the work performed and location the work is being done.

This individual must also have the ability to identify critical issues and formulate action plans with all levels of management, including corporate. 

The incumbent must possess the ability to remain calm during emergencies and respond appropriately as dictated by the circumstance of the incident and as directed by the Safety Representative or other management personnel. Must be capable of evacuating the work area in a timely manner should an emergency situation arise.