Project Information Coordinator (Architectural Data & Bid Management)

Project Information Coordinator (Architectural Data & Bid Management)

The Opportunity

We are a leading architectural solutions provider that works at the intersection of high-end design and commercial construction. We bridge the gap between architects developers and general contractors to ensure premium building products are accurately specified and priced in major commercial projects.

We are seeking a resourceful detail-oriented Project Information Coordinator based in South Africa. You will be the Intelligence Hub for our operationsfiltering massive amounts of construction data identifying high-value opportunities within architectural plans and ensuring the right information reaches the right stakeholders at the right time.

The Role (Mission)

Your mission is to find the needle in the haystack. You will manage a high volume of Invitation to Bid (ITB) requests from contractors reviewing architectural drawings to determine if a project aligns with our core services. You will provide the clarity and data extraction necessary for our internal teams to execute accurate bids and capture new business.

Core Responsibilities

• Information Filtering: Manage the central Inbound Bid mailbox. Sift through high-volume contractor invites to determine project relevance based on specific internal criteria.
• Plan & Specification Review: Navigate complex multi-page architectural PDF sets. You will use digital search tools to locate specific product callouts material schedules and elevations.
• Opportunity Identification: * Direct Hits: Identify when our specific solutions are named in the specs and flag them for immediate action.
  • General Specs: Identify vague or general requirements where our expertise fits and proactively reach out to the contractor via email to position our company as a vendor.
• Data Extraction & Coordination: Isolate relevant pages from large architectural sets and forward organized Information Packets to the internal fulfillment and sales teams.
• CRM Integrity (Salesforce): Research project history within our CRM to prevent duplicates. You will be responsible for data entry updating project statuses and coordinating contractor contact information.
• Lifecycle Support: Act as a generalist support for the back-office and logistics teams assisting with ad-hoc research and data projects as the business scales.

Who You Are

• Computer Savvy & Resourceful: You are highly proficient with advanced PDF tools (Adobe/Bluebeam) and comfortable navigating complex CRM environments like Salesforce.
• Detail-Oriented: You have a natural eye for data. You can spot a single keyword or a specific measurement in a 300-page document without getting overwhelmed.
• High-Aptitude Learner: You do not need an architectural background. You need the ability to learn how to read a plan understand the construction bidding lifecycle and use logic to find information.
• Self-Starter: You dont wait for a manual. You are the type of person who finds a more efficient way to search a document or organize a folder.
• Professional Communicator: You can write clear concise and professional emails to US-based contractors to gather more information or introduce our services.

Requirements & Logistics

• Location: 100% Remote (Based in South Africa).
• Schedule: Full-time. Must provide a minimum of 4 hours overlap with Pacific Standard Time (PST) (typically evening hours in SA).
• Experience: 2 years in an administrative logistics or data-heavy role where accuracy over speed was the priority.
• Tech Stack: High proficiency in PDF manipulation and CRM data entry.

South Africa Budget Benchmark (Monthly)

• Approx. R19000 R26500 ZAR)
• Note: This reflects a high-aptitude Generalist role. Because this position is trainable for someone with the right detective mindset this is a top-tier rate for remote data work in the SA market.