Virtual Assistant – Estimating Support

This is a remote position.

Role Overview

The Virtual Assistant – Estimating Support provides crucial operational support to the Estimating Department of our client by performing specialized, targeted plan takeoffs and assembling polished project proposals. Operating as an operational support anchor, this role reduces cognitive load for senior estimators by handling end-to-end data extraction, spreadsheet management, and proposal drafting for specific testing and inspection scopes.

The successful candidate must maintain meticulous numerical accuracy and leverage modern tools to ensure all estimates are friction-free, client-ready, and prepared for final senior review.

Key Responsibilities

• Specialized Takeoff Execution: Manage specialized estimating workflows by reading, interpreting, and extracting quantity data from construction plans, technical drawings, and project specifications. Execute targeted, scope-specific plan takeoffs (measuring and counting materials, labor hours, and specific line items strictly related to testing and inspection requirements).
  

• Spreadsheet & Proposal Assembly: Assemble, populate, and format detailed project estimates using established company spreadsheet templates. Prepare end-to-end proposal drafts so they are fully populated, standardized, and require only a final high-level review from senior leadership before submission.
  

• Cross-Functional Coordination: Coordinate proposal preparation by gathering, compiling, and standardizing project information provided by internal teams and external sources.
  

• Template Optimization: Maintain, reorganize, and reformat estimating tools using both manual techniques and AI-assisted workflows.
  

• Communication & Clarification: Ensure seamless project communication by proactively flagging discrepancies, asking clarifying questions regarding project scope and timelines, and confirming missing data points.
  

• Data Integrity: Maintain rigorous data integrity by verifying dimensions, quantities, and pricing data across all internal databases and client-facing documents prior to escalation.
  

Requirements


Qualifications & Skills

• Experience: 2–4 years of experience in construction estimating, quantity takeoffs, or technical operational support—preferably within construction, engineering, or testing and inspection services.
  

• Technical Proficiency: Advanced expertise in Microsoft Excel or Google Sheets (complex formulas, data formatting, template architecture) and familiarity with CRM systems and digital takeoff software.
  

• Modern AI Tools: Active familiarity with AI tools (e.g., ChatGPT, Claude) to accelerate template optimization, data reformatting, and workflow efficiency.
  

• Communication: Exceptional written and verbal communication skills with a proven ability to frame technical questions clearly and relay critical project details.
  

• Soft Skills & EQ: High Emotional Intelligence (EQ), strong self-advocacy, and interpersonal maturity when collaborating with senior technical team members.
  

• Mindset & Organization: Proactive, highly detail-oriented, and solution-driven with a proven track record of managing competing priorities and tight estimating deadlines with high precision.
  
  

Work Device / Systems / Tools Requirements

• BYOD (Bring Your Own Device): Must possess a high-performance computer/laptop with strong graphic rendering capabilities suitable for viewing and parsing complex architectural blueprints and technical drawings effortlessly.
  

• Internet: Stable, high-speed internet connection.
  

• Hardware Setup: A dual-monitor (secondary monitor) setup is required for efficient blueprint tracking, document cross-referencing, and multi-window estimating workflows.
  

Benefits


Key Performance Insights & Culture Fit

• Proactivity Over Instruction: While clear inputs and templates are provided, this role requires proactive execution—the candidate is expected to actively investigate missing details and self-advocate to keep proposal pipelines moving forward.
  

• Core Success Metric: Absolute numerical accuracy, rapid turnaround on proposal assembly, and reducing senior estimator intervention to a brief final review.
  

• Targeted Scope Focus: Centers strictly on testing and inspection takeoffs rather than full-scale general construction takeoffs, requiring focused, deep analytical attention.
  

• Brand Integrity: The candidate directly represents the precision and professionalism of the firm; all internal documents and external proposal drafts must reflect top-tier layout quality, clear communication, and brand integrity.