Public Estimating Operations Administrator

At Sinacola, we are not just another company. We are a 100% employee-owned organization, fostering a strong team atmosphere where everyone shares in the success through our Employee Stock Ownership Plan. If you are seeking a career that combines personal growth, a supportive environment, and the opportunity to make a meaningful impact, we invite you to join our dynamic team.

Job Title: Public Estimating Operations Administrator 

Make a meaningful impact by supporting high-stakes public infrastructure bids and helping drive winning proposals.

As a key member of the Public Estimating team, the Public Estimating Operations Administrator plays a critical role in ensuring the success and efficiency of our pursuit of public contracts. This role is responsible for supporting high-volume bid preparation, maintaining proposal compliance, and delivering timely, organized, and accurate administrative services that enable the estimating team to focus on developing competitive, high-quality bids.

Key Responsibilities:

• Coordinate and facilitate internal meetings, bid schedules, and strategic communications to support project deadlines and ensure bid readiness.
• Assist with bid setup, prequalification packages, submittals, and tracking of bid outcomes, contributing to lessons learned and strategic adjustments.
• Maintain accurate and compliant project and personnel resumes for inclusion in proposal packages, demonstrating company expertise and key personnel qualifications.
• Manage project documentation including initial setup, coding, contracts, bonding, and insurance documentation, ensuring readiness for proposal submittals and award compliance.
• Prepare, track, and manage project change orders and Requests for Proposals (RFPs), enabling efficient scope adjustments and compliance with procurement protocols.
• Independently navigate public agency portals (TxDOT, NTTA, municipal sites, etc.) to retrieve project plans, specifications, and addenda critical to the bid process.
• Streamline department workflows by developing and maintaining standardized procedures, bid templates, and digital filing systems.
• Assist with the creation of high-level slide decks and proposal graphics for executive and public agency presentations.
• Generate and maintain detailed bid tracking spreadsheets and departmental databases that support performance metrics and bid analytics.
• Coordinate the ordering and distribution of bid plans and documents for Estimators and Project Managers to support timely takeoffs and bid execution.
• Provide responsive and flexible support for miscellaneous departmental needs, ensuring no task is overlooked during high-volume bid cycles.

Qualifications & Competencies:

• Demonstrated experience in a fast-paced, deadline-driven environment—preferably in construction, engineering, or public works sectors.
• Advanced proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat with an ability to format and edit professional-quality proposal documents.
• Strong organizational and time management skills; able to handle multiple priorities with accuracy and minimal supervision.
• Detail-oriented and results-driven, with a proactive approach to problem-solving and continuous improvement.
• High emotional intelligence and professionalism when handling confidential and time-sensitive matters.
• Clear communicator with strong interpersonal skills and a collaborative mindset.
• Trusted to interface with executives, public agency representatives, and internal teams with tact, discretion, and professionalism.

Education:

• BS degree preferred
• Notary Public a plus.

Benefits:

• Employee Stock Ownership Plan (ESOP): As an employee-owned company, you can directly benefit from the company's success.
• Comprehensive Insurance Coverage: We provide medical, dental, vision, disability, and life insurance plans to ensure your well-being.
• Competitive Pay: We offer a competitive compensation package based on experience and qualifications.
• Generous Paid Time Off & Paid Holidays.
• 401(k) Matching: We offer a matching program to help you build a secure financial future.

Join our team at Sinacola and become part of a company that is leaving its mark on the world. If you are ready to bring your best self, grow your skills, and make a meaningful contribution, we would love to hear from you.

Join us in “Leaving our mark on the world.”