Job Description

Title: Admin Bids & Compliance Coordinator / Estimator
Location: Remote (Must overlap EST hours)
Hours: Full-time, 40 hrs/week | 9am - 5pm EST
Salary: $800 - $1,500/Monthly
About the Company
A growing specialty construction services business focused on temporary wall rental and installation. Now in its second year of operation under a national franchise model, the company is scaling quickly and works primarily with general contractors who include them as subcontractors in bids. Known for their entrepreneurial spirit and systems-driven culture, they value initiative, attention to detail, and the ability to work independently. This is a high-impact role in a lean, hands-on team where processes are well-documented and clearly communicated.
About the Role
This role is a blend of administrative coordination, compliance management, and technical estimation. The Estimator / Admin Bids & Compliance Coordinator will take ownership of the bid process, compliance documentation, and CRM management to enable scaling of operations. The ideal candidate is detail-oriented, capable of reading construction plans, skilled in proposal preparation, and comfortable working in a fast-paced, process-driven environment.
Key Responsibilities
Bid Management

• Review construction drawings and specifications from general contractors.

• Identify temporary wall needs, measure and calculate panel usage, rental lengths, and installation requirements.

• Apply pricing templates and formulas accurately.

• Draft and submit professional proposals using Service Minder.

CRM & Tracking

• Log all bids into HubSpot CRM, update stages, and set reminders for follow-ups.

• Monitor ConstructConnect and PlanHub for new bid opportunities.

Compliance & Documentation

• Prepare and send insurance certificates, compliance documents, and forms.

• Ensure documentation is submitted correctly and on time.

Market Research & Outreach

• Research new projects and prospects via LinkedIn, industry directories, and third-party sites.

• Add new contacts into CRM.

• Conduct light email-based outreach (no cold calling).

Hard Skills Required

• Ability to read and interpret construction drawings (training provided, but must learn quickly).

• Strong administrative and project management skills.

• Excellent written English for clear proposals and documentation.

• Proficiency with HubSpot CRM, Service Minder, Adobe/PDF tools.

• Competence with measurement tools for take-offs.

• Strong spreadsheet skills for bid/pricing work.

Soft Skills Required

• Extreme attention to detail.

• Critical thinking and proactive problem solving.

• Ownership mindset - able to manage most processes independently.

• Strong organizational skills.

• Growth mindset and willingness to learn.

• Professional, reliable, and adaptable to a fast-paced environment.

Location & Accent Preference

• Must have clear written and spoken English. Accent neutrality is not critical.

• Open to candidates in the Philippines, South Africa, and Latin America (subject to franchisor approval).

• India/Southeast Asia may be restricted due to compliance.

Tools Used

• HubSpot CRM

• Service Minder

• Google Workspace

• Adobe/PDF tools

Interview Process

• Initial screening call.

• Skills assessment including a plan-reading test.

• Final interview with the Owner/Operator.

Skills Required