Preconstruction Administrator

About the role

The Preconstruction Administrator assists with all administrative aspects of the pre‑construction phase of a project from start to finish. This position helps the pre‑construction project manager ensure the project stays on track and meets quality standards by creating, organizing, and maintaining a project file for each job. Duties include assembling bid packages, proposal requests, submitting permit applications, creating change order requests, and at project closeout, compiling warranties, equipment information, contractor contracts, and maintenance agreements. The role is directly responsible for assisting Project Managers with all tasks and responsibilities.

Responsibilities

• Assist Preconstruction Team with plan and specification distribution, printing needs, creating binders & labels, and filing estimates
• Maintain and expand database software as well as set up for initial project bidding
• Create project startup kits
• Upload and organize project plans, specifications, and other project documentation (project set‑up, photos, contacts, notifications, meeting minutes, submittal register/log) into project management software
• Contact sub‑contractors via phone and email to confirm bids
• Write, update, and submit contracts and sub‑contract agreements
• Establish and maintain databases for project records and correspondence
• Create Excel spreadsheets for bid forms, data, and comparisons
• Update data and set up new estimates in multiple software programs
• Maintain subcontractor prequalification data
• Attend project meetings
• Perform additional duties as directed by the management team

Skills

• Organization: Strong organization, time management, and ability to prioritize to meet deadlines
• Excellent written and verbal communication: Client‑driven with strong interpersonal skills
• Attention to detail: Strong aptitude for detail to ensure accuracy of all project documentation
• Professionalism: Ability to maintain a professional demeanor and remain positive under pressure
• Excellent process and critical thinking skills

Qualifications

• Education: High School Diploma, GED, or proven work experience
• Experience: Construction industry background with estimating or project management experience; prior experience with filing, scanning documents, and taking meeting minutes
• Technology: Computer skills including email, group calendars, and Microsoft programs required; QuickBooks, Condocs, and Google Applications a plus

Physical and Mental Demands

• Work primarily in a climate‑controlled office environment
• Regular offsite meetings with clients, prospective clients, vendors, etc., requiring driving in all weather conditions
• Physical requirements include sitting, standing, and walking; sitting involves PC work, meetings, reviewing drawings, and calculator functions
• Travel by car and airplane may be required in all types of weather
• Work hours typically range from eight to ten hours per day, five days per week; early morning, after‑hours, and weekend commitments may be necessary