Project & Estimating Admin / CRM Specialist

Key Responsibilities

• Assist project managers in developing and maintaining project plans, schedules, and milestones.
• Coordinate meetings, prepare agendas, take minutes, and follow up on action items to ensure accountability.
• Track project deliverables, timelines, and dependencies; update stakeholders regularly on status and risks.
• Manage project documentation, including contracts, reports, schedules, and compliance records.
• Maintain and update project management software and tools (e.g., Asana, Trello, MS Project, or similar).
• Support budget tracking, basic cost monitoring, and procurement-related administrative tasks.
• Ensure adherence to internal policies, procedures, and quality standards.
• Handle day-to-day administrative tasks such as filing, reporting, scheduling, and correspondence.

• Serve as a primary point of contact for incoming estimating requests from clients, sales teams, or project managers.
• Review request forms, project specifications, drawings, and other documentation to ensure all necessary details are provided.
• Enter and update intake data into the estimating system or software with a high degree of accuracy.
• Prioritize, log, and route incoming estimate requests based on urgency, project scope, or predefined criteria.
• Collaborate closely with sales and estimating to ensure estimate requests are processed efficiently and on time.

• Enter, update, and maintain customer information, leads, opportunities, and project data within the CRM system.
• Ensure CRM data is accurate, consistent, and up to date, maintaining database integrity.
• Organize and categorize customer and project information for easy access by sales, estimating, and operations teams.
• Regularly clean and maintain the CRM database, removing duplicates or outdated entries.
• Work with IT/CRM support to troubleshoot and resolve basic technical or data issues within the CRM platform.

• Accurately input and update project and estimate details in internal systems and databases.
• Generate recurring and ad-hoc reports on:
  • Incoming estimate requests and status
  • Project status and key milestones
  • Pipeline and workload indicators for management
• Monitor and report on key project and estimating metrics to support decision-making.

• Serve as a liaison between sales, estimating, project management, and other internal teams.
• Facilitate clear communication, ensuring handoffs (from intake to estimating, and from award to operations) are complete and documented.
• Proactively follow up with stakeholders when information is missing or unclear, helping resolve issues quickly.

Skills & Qualifications

• Bachelor’s degree in Business Administration, Project Management, Construction Management, or related field preferred.
• 2+ years of experience in a project coordination, estimating support, CRM/admin, or similar role.
• Experience in construction, manufacturing, or service industries is preferred.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with project management tools (e.g., Asana, Trello, MS Project) and estimating or construction software (e.g., Procore, Buildertrend, or similar) is a plus.
• Familiarity with CRM platforms (e.g., Salesforce, HubSpot, or similar).
• Bluebeam and basic CAD experience are a plus.
• Familiarity with project management methodologies (Agile, Waterfall, etc.) is a plus.

• Excellent organizational and time-management skills; able to handle multiple tasks and deadlines simultaneously.
• Strong attention to detail and accuracy in data entry, documentation, and communication.
• Excellent verbal and written communication skills; comfortable interacting with clients and internal teams.
• Strong problem-solving skills; able to clarify incomplete information and move tasks forward.

• Adaptable and quick to learn new systems and processes.
• Collaborative team player with a proactive, “solution-first” attitude.
• Able to work independently under minimal supervision while supporting multiple stakeholders.